Is anybody else as excited as I? >> Uh, good evening. Calling uh, this meeting of the Oakville Public Library Board into session for Thursday, October 15, 2026. Uh, first I will read our territory acknowledgements. Oakville public library is situated on the treaty number 14 and treaty number 22 treaty lands and territory of the missagas of the credit first nation and the traditional territory of the hir wendat and the hodnosoni. Oakville is currently home to many different first nations inuit and matei peoples. Regardless of where we come from we are all interconnected through the land that we live on, water that we use and the air that we breathe. We are committed to a continuous learning journey and allyship. We seek to elevate indigenous voices and lived experience to cultivate reconciliation in Oakville. Uh madame committee clerk, do we have regrets this evening? >> Hi. Yes, chair null is regrets. >> Thank you. I will be your chair for this evening. My name is Andrew. Thank you for joining us. Anyone on the live stream and of course uh people here in the chamber. Uh members of the board, do we have any declarations of pecuniary interest? Okay, seeing none. All right. So that was items 1, two, and three on our agenda. Item four, 4.1 specifically, is confirmation of the minutes of the uh previous meeting of September 17th, 2026. Uh does anyone wish to move that Rebecca? Thank you. Seconded by Rod. Uh are there any questions or concerns? Okay, seeing none, I'll call the question. Uh all in favor, that's carried. Thank you. All right, we have three items on the cons consent agenda. Uh 5.1, the Oakville uh public library board key agenda items report, 5.2, the health health and safety report, and 5.3 uh the employee retention and turnover metrics report. Uh Rod, >> sorry, Ray. >> George, thank you. >> Oh, it's [laughter] uh just move all three. >> You move all three. Thank you. Seconded by Meredith. No, >> you'd like to separate one. Which one? >> Um, can I separate 5.1 and 5.2? >> Separate 5.1 and 5.2. Okay. Does anyone wish to separate 5.3? >> Okay. So, Ray, counselor, >> sorry, >> you have a question on 5.3. Okay. So, we're going to talk about >> 52. >> 5.2. >> Yes. >> So, Ry Councelor Chisum, I'm sorry, has uh moved item 5.3. Is there a second? Rebecca again. Thank you. All in favor? Okay, that's carried. All right. Uh 5.1. >> Okay, super quick question on 5.1, which is that um on the schedule it shows that we I believe we were to be approving a budget, but I didn't see any um items related to that in our package. So, I just wanted to check about that. >> The approval of the budget will come between now and December 10th. It may be at December 10th. It's I think you know it it's until we have the election and we know what our council looks like and what our mayor looks like, it's hard to predict what the budget schedule is going to be. Um but whenever we get a clear budget schedule, a a budget for approval will come to the board before it goes to council. >> Okay. Thank you. >> Um are there any other questions on uh 5.1? Okay. Okay, seeing none, Meredith, would you like to move um uh that confirmation, please? To receive receipt, sir. Okay, so move. Do we have a seconder? Uh thank you, uh Avis. Um call for any other questions. No. All in favor? That's carried. Okay. Uh 5.2 health and safety report. Uh you also had a question on that. Okay. Go ahead. >> Is so just just wanted to comment. So obviously seeing um it you know exponentially increasing, right? It's um gone up over the last year, 43% over the last year and then 186 over the last two years. And I just wanted to confirm is this do you think because the staff there is more accidents or or injuries or is it because um the staff is more conscientious about reporting upwards? >> I think it's both. Um, we've definitely put a focus on making sure that anytime somebody requires a band-aid or any type of first aid that it is recorded. Um, I also think that we've seen an increase, you know, the opening of 16 Mile led to quite a few. Um, that it' be interesting to see what next year kind of does because moving into a new a new branch with the boxes and and the shelving. Um, a lot of it is also just just adapting. Um, it's it's a lot of like a toaster oven sent a shock. Um, or somebody cut their finger on a piece of plexiglass or somebody um hurt their foot with the uh the cart. Right. There there doesn't seem to be a trend, but as each comes up, we we are addressing and taking a look at it. >> Okay. And the joint health and safety committee is in re reviewing those to make them. Okay. And then my last question was there was a note that 60% of them were required minor first aid. So I was just wondering if you could just comment about what the other 40% were. >> Can I get back to you with that? I'd like to make sure that I have that information correct. Yeah. >> Good. Okay. Bill, please. Going along with that, I was just wondering of the five or whatever it was in September, were any of them other than the 60% like were there anything of note or is it just your your basic uh >> Those are all basic first aid. >> Okay. All right. Just wondered. Thanks. >> Okay. Thank you. Um I just uh want to clarify if possible. So there were five instance to report for the month of September. The total for 2026 is 20 thus far. Is that correct? Like year to date from January 1st to end of September. >> Yes. >> Okay. Uh so what was the total for Q3? Do we have that? This was as of September, the end of September. >> Yeah. >> So that would be included, September. >> Q3. Yeah. >> Yeah. But Q3 is included in the total. Is there just because five is a lot for one month. I just I'm just trying to put it in relative terms where July and August relatively quiet. I don't I don't I we could go back and look at previous reports. >> I'd have to look at previous reports to track that down. I can I can follow that up with with the email again. >> Yeah, I was just curious if that was handy, but um Okay, it seems like nothing stuck out as again a lot of them are minor issues, minor first aid, so uh that's good to hear. Uh any other questions on 5.2? No. Okay, Bill, would you like to move that? >> Sure, >> please. Do we have a seconder? Meredith. Thank you. All in favor? That's carried. And that was receipt just for clarification. Thank you. Um we have no confidential consent items. Uh we have several discussion items. Uh so first is 7.1 which is the financial services service level agreement. >> Yeah. So 7.1, 7.2 and 7.3. I put them in individual reports but you may have noticed some similarities in in the background. Um, so these are the service level agreements that were updated as a result of updating the memorandum of understanding that the board approved in August and council approved in September. Um, so we took the opportunity to to review um we're reviewing all the SLAs. We're bringing them to you in chunks. Some some of them are still uh in the works um to really look at are they still representative of past practice? Um are they still working for both sides? Do they need to be tweaked? Are there air tweaked? are there gaps that we've noticed over the past couple um years while we've worked through it um and then adapted it and so what you have before you um the first one is the financial services um tried to create a chart that really um stay I indicated what stays the same with change none of the ones that I'm bringing to you today have substantial updates to them it is really let's update the language let's um try and like flush them out a little bit but fundamentally the overall services and service levels between um the two groups remains the Uh thank you. Um members of the board, uh these are listed as individual items, 7.1, 7.2, 7.3. Um I suggest that we entertain all of them at once if that if uh I can get the board's indulgence on that. Seeing no disscent, I'll ask if there are any questions on any of the items 7.1, 7.2, or 7.3. Okay, let's start on this side. Uh Selo first. >> Yes. Yeah. And a question applies to all three. So um typically when I review SLA agreements such as these um it contains a description of the services which this these uh do in in very great detail but also it talks about uh typically it talks about um the speed in which those services are going to be performed and what happens if that's missed. I I didn't see that in any of the and maybe maybe this is just education for me. >> Yeah. >> Is that not typical in in agreements with the town? Um it it it is I would say that these three um don't necessarily have the same requirement that you will see for like facilities and IT where we do have more clear escalation timelines for for tickets and in facilities and IT. That's one of the reasons that that will come a little bit later. That's taking a lot of time for us to kind of go through and review with them. Um these ones uh less so. Um and and really we we've we've we've there is no like with both IT and with facilities they have a ticketing system, right? So it's easy kind of like like track responses and and escalate. That's not how these are departments um function. >> Yeah. I think about legal for example, right? So, if you have a a legal situation that you need some help with, do you know how soon you can >> get that service in place? >> We've never had a problem. It's it's generally if I need David, I can have David same day. Um or if I need Doug, there there is a whole team of them. Um and the majority of them are full-time and and pretty much I won't say um Doug may not appreciate me saying at my disposal. Um but it does it does feel that way um with them. in these three departments, we've never had any issues with with delays. Um it is it is whether that's with the director, the manager, or the individual um representatives like like like Lisa working for the clerk's office, they've always been responsive. We've never seen the need for that the same way we do with >> um it and um facilities particularly because there is more of a public facing impact for for them. Um, >> so I guess there's a sense of past practice being good in in absence of the agreement we're just taking. >> Um, okay. Yeah, thank you. >> Thank you so >> Andrew. Um, I think I have three questions Tara on this on the financial services one. Um just a question about uh in the first part general agreement uh second uh bullet it spells out a whole bunch of financial services and it also includes I notice uh human resources and I just wondered if there was anotherou for human resources for you because I know you work with uh an individual or two at the town on that or is or is there a reason why human resour resources is here and and then later on throughout the document it doesn't really come up spelling out what what the services are. >> Can you remind me where that where that is? >> Sure. Um in the schedule A financial services service level agreement uh part one now therefore the library and town hereby state as follows. And then you've got general agreement and then the second bullet down yeah >> the town will provide a complete suite of professional financial services. It lists a whole bunch which are clearly financial services and it goes on to include um human resources. Now I can't see it. Yes, here it is. Accounting human resources and I'm just wondering why it's in the document if if well let's start there. Why is why is it mentioned there but yet it's not spelled out later on down in detail like the other ones are. >> Yeah. So like we can speak to that and I I think um to flesh it out what what what that's referring to is actually the the software. Um and so the library actually has its independent human resources department. Um Trisha works very closely with the town. She she sits on on their on their group teams, but fundamentally we have our own human resources. However, we do operate through the town's human resources systems um including the financial system, the payroll system, um the recruitment systems. So that's what that's referring to is that the the professional financial services including account and human resources. I can look to maybe flush that out to make that clear. That isn't necessarily staffing resources. It's it's more like um um platform services, but I can tweak that. >> Thank you. Yeah, I think fleshing it out just a little bit would clarify it for when we we vote on it at the next meeting. Um the next question I have is on in the same section. Uh now the fourth bullet down it says um the library adopts and so on. The second sentence in cases where deviations occur and I'd prefer it to say um in cases where differences occur the library will clearly identify the differences. The reason for that is I know deviations is used in a number of ways as a as a term. For example, in statistics, you have standard deviations. But when it's in a general sense, it sounds almost a negative way. Um, I think it would be better just to say in cases where differences occur, the library will clearly identify the differences because this board does have a right to have different policies from the the town and I think u differences would be more positive than deviations. >> And my last question is very general. All of these uh agreements uh service level agreements do any of them the three we're looking at today or others do they involve chargebacks or are they basically a sort of friendly agreements where services are provided because there's expertise at the town the library can take advantage of. Um so these three do not have chargebacks, right? >> Um there are um parks and open space does have a chargeback um for the work that they do um for the branches that they support. Um and Fleet has a chargeback where they do work, right? Right. So, if we bring the vehicle in and they perform maintenance on it, we get charged for the cost of that maintenance and that's how it operate the same for whether or not you're the library or or you're a different department. Um, those are the only two that have chargebacks facilities to a certain degree um in order to to have that that support and and you'll see that when that comes through um that SLA those SLAs's will have that in there, but those three I guess is the definition of chargeback because I wouldn't say it as chargebacks either. um it wouldn't and I'm not sure I would classify facilities either really um but uh parks we do and uh fleet we does but it generally represents the work and and the output that they do outside of their department if that makes sense right it's like cost recovery straight >> okay thank you very much >> uh thank you Rod I appreciate that Avis >> so I'm just gonna my my questions are focused on uh the financial services because that's kind of the the world I live in and um I think it's really quite thorough. So, some of this might be just nitpicking, but uh with regards to the systems, which are shared systems, right? I I think there's like a a comment under accounts payable around approval hierarchy, but I didn't see some reference to let's say permissions. So, like who who decides like in terms of roles and responsibilities, I imagine the library is deciding who within the library staff has access to all of the various >> system modules that you're using. And so I imagine you're saying so and so gets this access and this person gets that. But but it it I just didn't see it addressed in this person. >> The library provides direction on on on which staff get access to what >> to which module. So so if someone's using I mean I'm just believing that the accounts payable is probably an automated workflow. Right. So Right. Yeah. So in this case it's saying um that the library is accountable for sharing the approval hierarchy but there may be other things for example I don't know like well it doesn't specifically talk about purchase orders but other aspects of the financial system maybe your team is looking at financial reports or something of that nature who sets out who has the the library staff that like what access they of so I'm just trying to to to to make sure I understand the question. So um well as is indicated like we provide who has approvals and access I think we maybe we just need to flush it out right maybe approval is not the right word. Yeah, approvals to me is different than access. The person that's approving it has access, >> but then there probably are other people that have access to things to to view >> to like to review. I I would say anybody well anybody who has access does have some degree of approval um because it's normally like supervisors and up right and so there is payroll for example like supervisor managers kind so there is an approval process in there so I would say >> now they can't approve OUS up to a certain point that goes up to like the directors and myself so that that hierarchy >> so maybe it's just because there's something about approval embedded in account >> maybe I'll just make it a bit broader than than approval that >> that's right And again, this this um point is not terribly earthshattering, but it just I was curious around it was a point around the deposits like they call it revenue, but and there was a differentiation between two kinds of funds being deposited and the process around them. And although it said so it talks about the library sending revenue to the town's revenue services and it going to whichever the appropriate bank account was and then the second bullet down so this was on on the PDF it's like section well it's under section seven of the financial services and it would be the third the third and fourth bullet. So, I'm just not sure what the difference is between those two bullets, except for the fact it's going to a different bank account. And the third bullet already says they'll be these funds will be deposited into the relevant library account. Yes. So, I think the first one speaks specifically to the to um the cash that um gets spent at the branches and and how that gets brought in. So, um you know, people will pay their less fines um or I guess we don't really charge fines anymore, but different fees and so um they do their their float balancing at the end of the night and then there's there's they put that cash and and and deposit bags and that speaks to that that process. Um and finance wanted that as a separate piece because the way it's handled is a little bit differently. Um and then uh the second one is is is dealing with um things like uh the book sale and so that that is handled slightly separately. So they wanted the nuance. >> Um I ask if Commissioner Damaso has input at this point >> just really quickly an answer to your question. So, one speaks specifically to general revenues. The other speaks to fundraising revenues and they are managed differently and that's why they're itemized differently within the service agreement. It's really just semantics in terms of the types of revenue that the library library generates and how we process them. >> Thank you. Um, >> and the third bullet I think just speaks to more like the the timeline. So, you're right, we could take the third bullet and then wrap it into the other two. >> Yeah. Okay. Like it to me this the it wasn't really clear that the processes were all that different. I get the sense that they're different sources of revenue. That was clear to me. But the fact it it didn't feel all that different to me, but clearly, you know, [laughter] it matters more to the finance team than it does to me. So, thank you. >> Thank you, Avis. Uh are there other questions or comments from board members? I have a question. Um, did you retain outside legal counsel to review these SLAs's? >> We did not. >> We did for theou. >> Okay. I ask the board if they feel um comfortable with proceeding with the SLAs's as they are. If they wish to um direct staff to obtain outside legal counsel to review everything >> good given the fact that they haven't changed much from what they were before, I don't think it's necessary. appreciate that. Okay, seems to be consensus on that. So, um I'll ask for a motion to um this is this is receipt because this was the feedback discussion. So, receipt of 7.1, 7.2, and 7.3. Rod, thank you. Seconded by Avis. All in favor? That's carried. Thank you. All right. 7.4. Exciting. 16 milei branch, six-month impact report. We're so every time I go in there, it's just packed. Absolutely packed. Yeah. >> No, it's it's >> Tell us tell us more. >> It's been really um solid. I didn't actually ask whether Caitlyn wanted to speak to it, >> but I think she should. >> Yeah. Surprise. Yes. uh we are very happy to bring forward uh a six-month update for you. As you can see in the report, it does focus right now on uh observations, impacts. We will be bringing a full um overview of all the performance and measures in the Q3 uh report. So you'll see the detailed metrics for 16 mile at that time. Um so 16 mile open on March 31st. Um since that time, one of the key takeaways is that the branch is really serving as a community destination for us. Um commu customers are routinely spending their day there for work, study, meetings, and family activities. They're staying for extended periods of time. They get there early. They know their favorite spots. Um there's lots of gathering spaces. the meeting rooms are in constant demand um for meetings, study groups, tutoring. Uh [clears throat] so we know that the the full space is very well used. We also see that uh families and children are playing a key role in shaping the branch activity as well. Uh the children's collections have experienced strong circulation. Uh and the children's discovery zone is has become a very popular branch feature. Uh you'll note that um between August and September we ran seven weekly activations. We received 276 participant responses which is really great because children don't always uh want to fill out the surveys. Um but it's fun. It's interactive. It's dots and stickers. Um and overall we have a positive satisfaction rating right now of 87.5%. Um that was one of our board goals as well to really um track how well the activations are encouraging um hands-on learning experiences within the space. Um we also see that those spaces in the collections are highly connected. Um we're seeing improved um circulation in children's non-fiction titles where they're connected or featured in the discovery zone. Um, additionally, um, we're also seeing how our traditional measures of circulation, visits, program attendance isn't telling the full story of how our spaces and our services get used. Um, so we are seeing the value of the branch and in creating a welcoming public space um, for the community. Uh [clears throat] the observations to date have really led to um some operational adjustments in how we offer programming, some of the layouts and seating arrangements, looking at making some of those tweaks to better meet customer user um suggestions or how they're using the space. Um we're working to um make some improvements to the way that collections are shelved or the way finding through the space just to help the community navigate the two floors. Um so for us looking ahead the next six months will really focus on um understanding community reach we did originally anticipate that 16 mile would take some of the pressure from Glen Abbey and we aren't really seeing that. So we need to dig further into you know who is using the 16 mile branch and how many uh families and community members from that area are using 16 mile. Um so to better understand how that area is is really um engaging with 60 mile or some of our other branches. Um we're continuing to assess um the impact of the creation spaces as well. Um April to August our focus was really on equipment setup. Um the board may remember that we did not have access to the space um as early as we anticipated and much of the equipment wasn't able to come out while construction was ongoing with debris and dust. So, April to August has really focused on equipment setup and configuration, safety procedures, user instruction manuals for customers, um, setting up equipment bookings, program planning, uh, [clears throat] and we've launched programming in the space as well. And then October onwards, we're really starting to focus on the full launch of the creation spaces. So, happy to take any questions. >> Thank you, Caitlin. Uh do we have questions from board members? >> Slo comment and a question. Um comment is the timing of this is is great because this is suggesting to me that the space it's almost like um at a higher priority than collections not one or the other but like to your point it's like integrating well but uh something about I well that's the question is there something special about 16 mile that we don't see everywhere else where whereas space now is at um at a higher u premium to our customers versus collections. >> We're certainly seeing that as as part of our service strategy and and looking at how the community is using our space. We know that um the way people work has changed, the way people live has changed, and so space is is increasingly becoming one of our key community assets. Um 16 Mile in particular, I mean, it's new, it's exciting, it's got vated ceilings, the big glass windows. When we designed the space, we really did focus in on a lot of seating, the additional meeting rooms. It has three meeting rooms. It has lovely um spots to read. We have benet seating for study. So, we do have more featured um seating that that really encourages people to come and stay. It's not the same come in, pick up your hold, attend a program, and leave. That the space has really been designed to help meet that that demand. So it sounds like it's the design is what caused what we're seeing, which is a good thing, right? Uh and maybe that's an important consideration for the strategy meeting that we're about to have. >> No, I was going to say you should definitely keep that uh on top of mind for uh Saturday. Um and also the the board may remember that we have brought in previous CEO updates some some updates to spaces we've been making at at the branches. We we did an update to to White Oaks on the upper floor. Um so uh it it was great because 60-mi we got to design it straight out right from scratch. Um but those principles we have started to make adjustments in our existing spaces. We're just sometimes limited by that. Glenn Aby's a really great example too. um that that front kind of atrium. People love that. And I know that that they recently we added in um a bunch of snake plants. Um and we've changed up the seating. And I know Caitlyn's been working on if if you follow the in our capital budgets, we we do have a capital budget for furniture and really looking at um a a change in in how we actually are purchasing furniture in order to encourage um that kind of experience that that people are coming to expect and look for in in all our branches. M one last question also in the context of the strategy. >> Do you feel there's something about the location meaning in a sports complex large community space >> does that drive a different behavior as well or not so much? >> I'm for 60 mile in particular with the recreation center only recently starting their their registered programs. We're waiting to see how that might um shift some of the ways that we see customers using the space as the arenas have more tournaments. We're expecting to be able to to see some patterns through that. Um but across all of our measures, we do find that library branches colllocated with a a larger community center creates that destination for people. Um so they they do tend to be um higher usage in terms of people visiting, materials being borrowed, programs being attended. >> Excellent. The timing couldn't be better for this report. Thank you very much. >> Um I'm just going to jump in before recognizing other board members just to build on uh SSO's question there. Um just in the report it does say you know for example staff uh sorry scrolling staff regularly observe customers arriving and proceeding directly to seating areas etc. Um there is a mention further down of of doing further analysis on how people are using the space. I I'd encourage you to actually walk up and ask them. um maybe we could put a little more rigor around it in terms of just a couple of quick questions, but to provide some uh qualitative qualitative insights um as opposed to simply staff observation because I'd be very interested in knowing what their intentions and um perspectives are as they use the spaces. Yeah. Thank you. Um Rebecca, >> okay, Rebecca yields her time to Meredith. Please go ahead. [laughter] >> Thank you. Well, thank thank you Kaylin. You actually answered several of my questions in your report. So, I appreciate all of the information that you shared. And um I also uh I am looking forward to the analytics to see the numbers of of how many room pickings and how long people are staying and and what you know services they're using. Um, but I I want I'm also interested in um like who's coming and I was curious if like even for like signouts if you can connect that back to home postal codes to kind of understand who's using it and taking things out because I am also Yeah. I'm also curious is it is it about the location and the neighborhood that it's next to or is it about you know families who were there for hockey practice and swimming lessons that are using it? Um and so wondering if if that kind of connecting to the postal code could help us to understand who's visiting. >> Yeah. And that'll that'll be our next step. We we have in the past um for the whole library system done heat mapping using postal codes. Um it is as you've pointed out primarily people who use collections not necessarily people who are coming into the space or doing a program because they don't require a card but we we do have that that that card. And so, um, that was something that we were talking about, particularly related to 16 Mile because again, like we we we were slightly surprised, um, that Glenn Abbey hasn't gone down at all, which means that 16 miles is drawing new. Um, but also I think speaks to understanding, okay, well, but who's coming because W seven is growing rapidly. Um so are there are there like gaps in there too and then should we be doing we wanted the branch six months to settle um and then you know start to do maybe some targeting um like mail campaigns or or or to kind of identify that. So all that to say that that yeah that is our next step is is to start pulling um that that borrowing data and then um partnering uh with the town's GIS department in order to overlay and create heat maps. Yeah, that's because especially because I think also this board in the past have had a lot of conversations about specific neighborhoods and which neighbors are serviced and underser. I think it'd be really interesting to know is it the neighborhood that's using it or is it basically people who just happen to find themselves at that sports complex where hockey practices and they're coming. Yeah. >> And if that should be more, you know, rather than making assumptions and to understand maybe the actual location, you know, neighborhood wise versus colllocating with services is more more of a priority. >> Yep. Thank you very Rebecca. >> Um I know this report was really around the space itself but I I think it was last meeting or the meeting before we talked about like new card growth as well. And I think you had mentioned that a lot of the new card growth was coming from 16 miles. So, I think it's really cool to also understand that yes, they're coming to use the space and even though they don't need a card maybe to access a lot of those things, they still are getting cards and I think you'll be able to see a lot of information from those new card members as well. Ages, uh, postal codes. Yes. But, and I don't know what other data you kind of collect at that if it's like age groups and things like that, but I think we'll get a lot of information from there too. >> That's it. >> Lovely. Thank you. Uh, any other comments or questions from the board? Bill, >> I was um intrigued with this feedback model idea and 275 276 responses. Um I'm trying to picture this this uh little machine or whatever it is. Is it the same ones you might see at the airport washroom? >> Okay, so you you you all laugh, but that's what I wanted because I I wanted that, but we couldn't get it because it involved software. Um, but so I think we're just doing stickers, >> like a piece of paper and stickers. >> Okay. >> I'm just I was just kind of amazed that there would be 34 people that thought it was low. And I I just wondered if if the kids are really too young to figure out what they're doing. Maybe they don't know what the heck they're doing. >> Like maybe they couldn't reach the great field or the good field. [laughter] >> So it was low. I can tell you that most of the lower responses were related to one of our um particular weeks and it just wasn't enough um to really meet the expectations of the children. It just happened to be an activation that didn't resonate with them. But the rest of the activations got much higher scores. >> So are kids being encouraged to rate the Okay. >> It's very visual based. It's you know happy faces, sad faces, stickers. >> Yeah. Okay. >> Thanks. >> That's that's good to know. That's that provides a lot more perspective on it. Yeah. Thank you. Good. All right. Uh any other comments, questions? Okay. Seeing none, I'll ask if there is uh someone to move receipt of this report so seconded by Rebecca. All in favor? That's carried. Thank you. Okay. Moving on to 7.5 Q3 2026 OPL goals. Tara. >> Uh yeah. So, I did take some of the feedback that the board provided with the Q2 report and added more detail, including a yellow, green, and red system um in order to provide a bit more um visual about where where those where those projects are. Um and so I am going to take the the time to go through at least um a couple of them. Um one is uh New Central. So, new central um we are in design development. Um we are expected to be done um November 4th when I wrote this report. I think that may shift a little bit. Um construction documents were are technically uh to start in late 2026 with an estimated completion of Q2 2027. So that is a little bit of of a shift to that that goal um of having all that uh um the construction documents done by the end of the year. That that isn't going to happen. Um and so but we do expect design development um to be done and then it is just the creation of the construction documents. Um some of that does relate to um uh the board will remember uh in September um the decision to to try and do something with the basement um which wasn't in the original scope of the project because the basement was supposed to be the parking lot um however in the absence of a parking lot where we were just supposed to ignore that the basement was there. it didn't make a lot of sense. And so, um, the board saw that that we have put in, um, quiet study spaces and and in that pieces. And so, that does mean that the scope of that project has shifted. Um, and it likely means that we will have to go back to council um, as part of their financial control policy um because that scope has moved from approximately 47,000 square feet to 55,000 square feet and we are required uh to go back and do that. So, that that is also playing with the timelines a little bit. Um, but overall there I have no concerns with the project um and about where where we are. These are things that you have to expect when you're when you're building a building of this size. Um, and we're continuing to to work closely with with facilities and and planning to move things forward. Um, and the other thing I wanted to just touch uh briefly on in here before I turn it over to you for questions. Um although I think uh it was going to be about about the um activations because Meredith you asked a question particularly activations. So that was answered for the most part in um Caitlyn's piece. Um but I just did want to flag that um the goal we spoke to a certain um uh rating system and then I just wanted to highlight that we adjusted that rating system and actually to make it more accessible to kids because I think we we originally had um a system that was very good or higher. So, it was like very good, good. Um, and then we actually moved it to something that kids identified for a little bit more. So, we went from like a five-point system to a three-point system. Um, but we did talk about that, but that's just that shift from what we envisioned with the goal versus what we actually put in place to make it more accessible to get the kids responses, not necessarily just the parents responses. Um, but happy to take questions on anything else. I think those were the only things um that I wanted to highlight. I guess other than um the one about the the implement the executive connect communication um in that uh Q2 we have started to implement it but we have run into um as indicated a number of struggles with um our outlook and and and the understanding that I I don't and this I take full blame for this that I just assumed that if I I clicked the button that would track it that it would keep it but it only gives you you have to like check it after a week and that data disappears and I didn't realize that and so we have no data for for for the first two newsletters. I take full responsibility for that. I should have read the fine print. Um however um when the new one goes out in November, I know this now. Um and we are looking at alternative um platforms in order to push that out. That way we can get open rates a little bit better. Um and then we also print it out and put it in staff rooms because I do think staff get a lot of email. it can sometimes get lost. Um how do we make it just a bit easier that you're grabbing a snack or a lunch that you can just read it? And so it's hard for us to track that. So anyway, I just wanted to flag I I marked that as yellow because um it is a little bit of a challenge versus the goal and how it's actually been executed. Um so just wanted to to flag those. >> Thank you. Um [clears throat] thank you for adding the uh the goal status green yellow red. I I mean we could also look at happy face, neutral face, sad face. >> Yeah, [laughter] >> if that works. Um, thank you. That's uh very thorough. Any questions or comments from board members? >> So, sorry. >> Was that a duck? Was that duck a duck call? >> Duck call. >> I'm having memories of Yeah, Super Mario. Sorry. NES duck hunt. Um, okay. Councelor Chisum apparently had to leave, but we still have quorum. So, we'll continue. Uh, seeing no questions or comments, I'll ask for a motion to receive um the OPL goals report. 7.5 AIS, seconded by Meredith. All in favor? That's carried. Thank you. >> All right. 7.6 CEO update. >> Okay. All right. Uh, we just talked about new central. Um so I will say other than what's in the report and I will update this to yellow to match um is that we did uh as indicated in September um we did put in for initial site plan they have come back with some comments. So we are continuing to work with them about uh just some of the comments that they have about the space um and the design. So some tweaking may happen um but we'll bring that back to the board uh once we have that a bit more clarified. um service strategy update. Just a reminder um that I'm hoping to see seven of you bright and well I guess it's not overly bright and early at 10 uh am at Woodside Woodside um on Saturday. Um we've got a really great uh Nordic Nordic city has a really great session planned um and I think um some of the discussion that we had tonight. I would also remind you that there is a pre-eread package um for you guys to read in advance. It is very similar to the reports that were sent out but um is a bit contained. So please do do that. Um the newspaper digitization project is slowly coming to an end. Um so there have been a significant number of um images uh that have been digitized over the past year or so. Um but the final round of data cleanup and linking is to be completed and everything everything should wrap up in early 2027. um in terms of the digitization is all complete and that is just moving it into um the public sphere. Uh so it is public library week next week. Uh the board hopefully did receive the invitation to our first ever flag raising at town hall on Monday at 10 a.m. Um so uh if you are available uh we'd love to see you out. Um this year's theme um as decided by the Ontario Library Association is loud for libraries um and is really encouraging um the library lovers and communities to be vocal about their support and why they love libraries. Um they have provided us with a number of different activities to to run in the branch which will happen next week. Um so there'll be a lot of things um going on at all the branches um from October 18th uh to 24th. a lot of sticker based things. Stickers are popular. Um also we're very excited to participate um with the other GTA libraries in a go transit uh marketing campaign called one card endless stories. Um so it just raises awareness of library service and promotes library um signups. Um so it's running it started running um at the uh end of September and runs to the end of this month um and uh is um in approximately a thousand um go transit train cars um across the full transit system. Um we actually had conversations about this years ago and we were just going to do the Lakes Shore West. Um, so I'm glad to see that that when it finally came to fruition, that was the whole GO network and it it's it's all the libraries um in the entire GTA coming together, which I think is fantastic. Um, and so just to give you an idea of of of some of the um I'm not sure if anybody's been on the go train um and has seen these um but these these are what's currently up in those spaces. Um so the Opal Ambassador so this is our summer program um that we get funding for from the federal government uh to assist us in running um and it is really meant to have the ambassadors um provided uh added capacity for us to get out and do more outreach events. There's a lot of festivals and fairs and different um um yeah uh events throughout Oakville in the summer which is amazing. Um and so uh the ambassadors take a lot of the lead in going out to really engage with people. Um so at the events that that that were at 88 events um they um hit uh interacted with uh just under 6,000 um and we saw some really great um engagements and and community um interactions with that. again just reminding people um about the library uh and uh hopefully um making connections and facilitating them to come into our branches. Um and the last one is just the book talk live event. So this is our annual fundraising event. It is happening on November 5th um from 6:00 to 9:00. Um tickets are $40. Um and uh we have moved to a new location. Anybody who came last year we were at um the performing arts center. Um this year we are at uh QEP and the rehearsal hall. Um it's also shifted a little bit. Um last year we had representatives um from different publishers and and and it is still representatives from um a distributor as well as publishers. Um but we've we've focused it uh just a little bit. But we're very excited um to bring this event uh back to life for for this this year. We're hoping to to grow it and in hoping to build it into a a signature event for us uh annually. Um and that's I'll happy to take questions. Oh, um sorry. Um bear bear with me when I didn't get a chance to make a slide, but I did I did want to um the board would remember in September um and it's in it's in the report um that I just came back from the um Canadian Urban Library Council fall meeting. Um and so I am going to send out Oh, I did actually. Um in the in the report, um I provided the valuing public libraries in in in New Brunswick. I'm not sure if anybody's had a chance to to read that, but it is an amazing amazing initiative and has done what public libraries have been trying to do for decades. Um, and that's um allow us to make very clear um connections in between the benefit of when um children all the way up to to university age attend libraries that their outcomes are higher. Um, and it's a real challenge because we don't get um school data. We we don't get university data, but New Brunswick is a provincial library system, not a municipal library system. Um, and so um as part of that that provincial lens um New Brunswick also has a department called NB data and and different areas such as health um uh education are required to submit data into it and then universities have access to it. Um but uh my understanding is that BC has a similar um uh department that does that. And so the BC libraries are now taking the New Brunswick report and are hoping to to do a similar thing out in BC which then hopefully allow us to have two reports that show similar things in which case we would feel really confident in in bringing some of that that forward. Um not as far as I know those are the only two provinces that have a centralized system that allows that. We have had conversations um with with the Halton School Board about potentially getting access. The challenge is is a privacy issue, right? And we completely understand and and so there is growing conversations that if we want to do it, that would have to be done through um like a university research and and and and just how to facilitate that. But um if you haven't had a chance to read it, I strongly recommend it. It's really really interesting. um and the um determinations of you know what if if you are a lower income family um and you're you you go to the library um you know one of the one of the conclusions that it draws is that you are more likely to make it into secondyear university because most um drop out after first year. Um, it also, um, shows that, um, you know, um, higher income families use the library the most, which would be what we experience here in Oakville as well. Um, but what's interesting is that even though the lower income families don't use it as much, um, which is definitely something we should think about on Saturday, um, those who do, their, um, end results match them up to the higher income families. So where the higher income families are more like this, the lower income families that use the library come up and match them. Um and so I think there's there's a lot of interesting data there um for us to potentially explore as as even part of our service strategy even though it's New Brunswick. Um I think we we've seen this evidence um qualitatively like but we we've been we've been unable to actually prove it through data. So, the fact that somebody's done some of this, and what's more amazing is, as we talked about earlier, it's only done through card data, which means primarily circulation and doesn't speak to people coming into just our spaces um and doesn't or our programs. And so, now I know that that um Ellen Nason, who is uh the executive director of the New Brunswick um public library service, is now looking into how to collect that data, which will make this even more wholesome. But if we're having this kind of impact and it's just talking about circulation, then then our actual impact has to be more than that. Um anyway, it's it's a really exciting study that we're very very very happy is happening. Um and I think um there's a lot of ways for us to to build on that even if we don't have full access to the same um depth and breadth of data that that New Brunswick does. So sorry. >> Thank you, Tara. Um uh that sounds absolutely wonderful. A lot of data there. I'll I'll say that I personally didn't receive the Valerian public libraries in New Brunswick study. I did see the cog strategic framework. Um was that just me or >> Oh, did I not send I Okay, I sent you the the strategic plan. I will send you the New Brunswick data study. I think I me maybe I mentioned it. >> Yeah. Value in public libraries. I did mention mentioned okay it's very exciting. I'll send it I'll send you guys the there's two. There's the there's the study and then there's like the executive summary. So, I'll start with the executive summary and if anybody wants the full one, I'm happy to send it >> like a like a movie trailer and then maybe we want to go see the whole movie. >> Yeah, exactly. [laughter] >> The trailer. >> Members of the board, do we have any uh comments or questions on the CEO update >> so >> about the loud for libraries? Is there something we can do to be vocal on social media and support the campaign for >> Yeah, I think we will have um out stuff through social. Um so it would be really great if you would just share um the the social that comes out next week. Um and even if if you um there is a a hashtag and I think it's just hashtag loud for libraries. um even speak to your own experience and then just add to the hashtag and just add to the hopefully um plethora of of of voices that'll be out there just speaking about what how the libraries mean to them. >> Thank you. Anyone else? >> All right, SA, would you like to move receipt of the CEO update? >> I'm gonna see for Saturday. Okay. Actually, I'm just gonna say >> Rebecca >> because when you talked about like collecting all the data, I just read today and tell me if this is true or not, but the um but Hamilton public libraries are going to start requiring cards for access to some of the spaces and programming that they have. And I just wonder I can see how there would be both good and bad sides to that. But again, I can we can talk about that on Saturday during the the strategy session. But >> I just think it's interesting where there's good parts in see and getting the data so that we know who's using things but then also then an access and equility kind of part. >> I I will like just for for context that as of October 13th um the central branch only you are required to have a library card. Um and that is a direct result of drug usage that that happens within the branch that that um increases as the weather gets colder. Um and so um previously they they implemented that for three months over the winter um in order to deal with the sheer number of drug overdoses which were happening daily in in their in their central library. Um that was just overwhelming. The public didn't want to come um staff were were basically calling 911 multiple times uh a day. Um and they did find that requiring somebody to have a library card to enter the full library. anybody can come into the the the main entrance and access um the the computers, but in order to get access to like the children's area and the full library, they do are required um to have a library card. There is a shift with this new implementation. Um you do require a library card, but you can take two people in with you to try and make it a bit more accessible. Um but it is primarily the central branch only that requires that. Um we can definitely continue to talk about that because there have been libraries Ottawa um I don't know if they still do. I worked there 15 years ago. Um but when I was there 15 years ago, they had just moved requiring um people to have a library card in order to access programs. Um and I really should follow up with that. The challenge is is that in some ways it's it's it's a barrier and and it's a it's a bit of a challenging argument because library cards are free. Um and so you should be able to get a library card. Um but it is surprising how many people don't want to be registered. Um or it's something else that they have to remember and and it it can it's it's how to kind of provide it and and and that's just it. But we have been trying to think of ways to how do we gather that data without creating more friction and access to our services. But it it is definitely a conversation um that I think we just we need to have. >> So in the Hamilton example um is there actually a uh like a gate control access where they have to swipe in? >> Uh my understand is that there's a security guard um yes and they have to scan their card because it has to be a card in good standing as well. >> Right. Okay. um from a like public health perspective that it's maybe good that you know if if someone did have an emergency you you sort of you can identify them if if there's no other way to potentially um and also I mean I guess you would know how many people are in at any particular point in time if there was an evacuation for some reason but uh um I agree it's you know it's obviously a complicated issue and I think it would be further discussion if uh you know if uh that comes up so thank you uh any other questions Questions or remarks? No. Okay. Seeing none, I will ask for a motion to receive the CEO update report. So, so seconded by Bill. All in favor? That's carried. Thank you. Okay. Uh number eight, uh 8.1. We have a confidential discussion item. Um we presuming everyone has had an opportunity to read the confidential agenda. Um, we may not need to go into close session, but I will ask at this time if someone does wish to go into close session to make that motion. >> Um, not to go into into camera, but to move the to move the report, >> move the public recommendation. >> Yeah. >> Is there anyone else who wishes to go into close session? Okay. I'll just read that. Uh then the uh the motion then would be the board acknowledge receipt of the confidential uh contractual matter report dated October 15, 2026. That's moved by councelor Chisum. Uh is there a second? Bill. Um all in favor? Okay, that's carried. Thank you. So we do not need to go into close session. So that's uh item eight. Item nine, new business. Is there new business to come before the board? >> Mr. Chair, I have new business. >> Okay. Um, sorry, I saw Rod first. Rod, do you have new business? >> Yes. Uh, but I don't know. Do I go first? Okay. [laughter] Um, >> you're cuter. You go first. >> Oh, nobody. >> I saw you first. [laughter] >> Well, but thanks. Okay. So, now we discussed this just prior to the meeting starting. Can you give us a brief precy on what is expected to happen with the ending of this board's term and the start of the next board's term with regards to come the coming months ahead? >> Um so we do expect the the current board to exist up until the point where a new board is appointed. Um we don't currently have a timeline um on when council will appoint the new board. We are expecting it to be possibly January or February. Um so it may be expected that the board um continue to attend meetings in January or February up until that point. Um we will have more information about that after the election um once we have a clear picture of what council looks like. Um I will say that um uh the board will will continue. Um I will send an email out. We are expecting um applications for uh the library board to go live between uh sometime between now and the end of the month. But once they do, um uh clerks will likely uh send that out to you and I will as well. Um for those of you who've expressed interest in coming back, we'd love to have you. Um and then um what normally happens is is we we take um a look at um any vacancies that we have and and we take a look at the the applications um and then we have a board approved matrix um that as an evaluation and then and then I send a report to council with recommendations and then council appoints as they see fit. Um the only uh slight difference is is that um as of uh October 26th um we may not have council representation. Um so there might be a slight gap. Um however we are expecting um whoever is the new mayor to appoint new counselors to the library board on November on November 30th >> in November. Um and at which point we may get new counselors before we get a new board. That's just the kind of the way it the way it works. >> Yeah. And I'll just also say that seems consistent with prior experience where the um representatives of council have been appointed fairly soon after the new council term begins and then sometimes there's been a slight delay before community um uh members are appointed. Um does that answer your >> Okay. Thank you very much Andrew and Tara. Thanks. >> You're welcome. Just just to add to that what happens it is a discussion with the mayor and with council members on what committees he'll sit on. It's not arbitrarily prescripted. Uh so there is discussion because some counselors do do have interest in in specific uh committees. So uh stay tuned. >> There's yeah there's a variety of committees and there people feel strong quite strongly about some of them. Correct. So yeah understood. Thank you councelor Chisum. >> Uh did you also have other new business for the board? >> Yes and my apologies. Uh you probably have on your desk uh some correspondence that came through from a Mr. Pro um with respect to the weight list program for for parks uh for the parks access. >> I will say speaking for myself, I'm sorry to interrupt. I haven't had a chance to review it, but are you going to >> well summarize? >> Yeah, I'm going to summarize very quickly. Um we're asking for I got mixed feelings on this one. this is an operational thing, but uh he's uh insisting on coming to the uh the board uh for a decision uh a change on the weight list process or program. What I'm suggesting that we get a report uh from staff with respect to uh his his comments, his suggestions and see if we can improve our weight list program. So um request a report to come forward at the next in I guess the December meetingth uh and and go from there um with respect to the weight list uh uh challenge. >> Uh so I hope you have trust in me on this one. Um like I said I have mixed feelings. This is an operational thing but uh he wants to move this to the uh the governance table. So that's that's my uh request for report. I I I would need a seconder for that. Um, sorry, before we before we do that, I um because I haven't had a chance to to read this thoroughly and I appreciate the the very brief summary. Um, have other members had a chance to review the correspondence >> largely? Is there anyone who hasn't aside from me? >> No. Okay. You >> No. >> Okay. Because we could certainly adjourn for a few minutes so people could just review the correspondence. But >> it's up to you, Mr. Chair, but it's it's an operational thing. I Yeah. No, I I respect that. So, so the motion uh from councelor Chism would be to um request a report from staff addressing the concerns highlighted in this correspondence. >> Correct. >> Uh is that would that be a properly ordered cons constituted motion? Good. Okay. Is there a second for that motion? Thank you, councelor Chisum. Seconded by Bill. Uh any other questions or concerns? >> Can I see? >> Go ahead, Rebecca. Yeah. um totally support having this staff uh report. Also just appreciate your comments back, Caitlyn. Um I think the full, you know, explanation of everything was really in here. I I really appreciated that and I I don't imagine that we'll see any more information, but awesome to have it in a report and to make sure that he knows that we're taking it seriously. For sure. >> I'm remiss to Rebecca for not uh um with staff following up on this. uh it was well well documented and well reported but again it's um something that we I think it's another a second a second process that has to go up for us to go through to to alleviate any concerns. Thank you. >> Thank you. Any other comments or questions from the board? Um madam committee clerk could you reread the motion please for my benefit? >> Yes. a request um that the board requests a report from staff to bring a parks pass I guess parks pass report to the December meeting for board discussion. >> Um I would be specific in calling it the weight list and that's really what the the the center of issue is. Thank you. It's maybe the park >> park pass weightless system >> process process >> process park pass weight >> a request for staff to bring a report addressing the park pass weightless process >> y >> to the board. Excellent. Moved by councelor Chisum seconded by Bill. Last opportunity for questions or comments. Seeing none, I'll call the question. All in favor? Oh, pardon me. >> My apologies. I didn't what um just >> just uh for uh the board's um understanding and communication I will follow up with Mr. Pro um that it has gone to a report so he's he's kept in the loop. Okay. So everybody's aware of that. Thank you. >> Uh okay. Yes. So since the um yes since the constituent emailed you directly. Yes. Um please let him know that action is being taken. Um but uh uh as his counselor not um not speaking for the board. >> Is that clear? >> I would copy the board on this one. So everybody's in >> Oh, that's fine. Just Yeah, there's no because no decision has been taken. So just to clarify, it's it's under review. Yeah, I appreciate that. Thank you. >> Y >> Okay, >> for the third time, any other questions or comments? >> Sorry. Seeing none. All right. All in favor of the motion? That's carried. Thank you very much. All right, that's number nine. Um, well, maybe. Is there any other other new business to come before the board this evening? Okay, seeing none, [laughter] date and time of next meeting, uh, is Thursday, December 10th, uh, in the council chamber at 7 p.m. here. And finally, adjournment. Um, do I have a motion to adjourn the meeting? So, so seconded by Meredith. All in favor? Thank you very much. Uh, it's been a slice. Thank you to everyone watching. Thank you uh to uh members of the OPL staff for um the thorough preparation of the reports. Thank you to the board members for lively participation. See you next time.