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

The Oakville Public Library Board focused on artificial intelligence governance, the library's service strategy, service level agreements with the Town of Oakville, and 2027 budget planning. Board members questioned whether the library needs interim AI rules before a broader framework is developed, reviewed how service agreements with the town will be tracked and enforced, and approved a memorandum of understanding to go to council. The board also supported moving ahead with a business analyst role tied to implementation of the service strategy.

Topics Discussed

1. AI GOVERNANCE

Item 5.6 was separated from the consent agenda for discussion. Councillor Cela said, "This AI governance is a real issue. It's not just for the library. It's like across the board." He said he is "personally spending a lot of my time on this currently" and raised specific questions including "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."

Cela asked whether the board should adopt a temporary policy before a fuller framework is completed: "The question on the table is should we have some sort of a temporary makeshift AI governance small policy just to cover our immediate issue before the framework comes up?"

Staff said employees currently have access to Microsoft Copilot's free version within the town's Microsoft environment. Nav Nanda said, "All the staff have access to co-pilot's free license within our MS environment. So there is some security already when we're using that because it's tied to our organization." He added that staff are still working through what level of access is needed: "for some work you may not need it right now I think a lot of trial and error."

Chief Executive Officer Janet Haslett-Theall said any AI policy also has to address public service delivery: "I think that the AI policy has to be given a broader consideration and an understanding as to how we provide AI resources, how we train, how we make those tools available to the public."

2. LIBRARY ROLE IN AI TRAINING AND PUBLIC ACCESS

The board discussed the library's role in helping residents adapt to AI tools, alongside earlier technology shifts. One unidentified speaker said, "we have to keep reminding ourselves that we survive the onset of computers. we survive the onset of of of the internet," adding that libraries were "at the forefront of helping people bridge that gap."

Discussion also touched on the cost side of AI tools. One citizen said the current approach may avoid some costs but could also limit access to nonprofit supports: "there are licenses for nonprofits that are free," creating "a double-edged sword where we're covered right now but we're also maybe missing out on some cost efficiencies."

3. SERVICE LEVEL AGREEMENTS AND TOWN RELATIONSHIP

The board reviewed service level agreements with the Town of Oakville covering shared services and responsibilities. Councillor Peter Longo said the arrangement has generally worked well: "by and large they've been operating... they've been working well and I think that the staff on both sides, the town staff and the library staff have always cooperated well with this."

Longo added that pressures have emerged as the system has grown: "that's because of the growing the evolution of it to a large extent as well and the reliance that we have in that system."

Staff described the model as a local approach shaped by the town-library relationship. Rob Burton said, "we get asked for this a lot. It is viewed as the gold standard."

4. 2027 BUDGET AND BUSINESS ANALYST POSITION

Staff said the initial budget direction for 2027 is 3 per cent. In explaining the timing, staff said, "there is an election this year," and "there is some possible change that could happen depending on incoming council, the incoming mayor." Staff added that "the initial direction that we've been given is 3%."

The board discussed a proposed business analyst position tied to the service strategy rollout. Haslett-Theall said the role could be brought forward for approval in September and potentially funded through fundraising if it is not approved through the municipal budget process. She said the position would support implementation and help test whether it should become permanent.

The discussion was tied to broader organizational change. Meredith said, "I am expecting significant changes to the organization as a result over periods in order to be able to facilitate the delivery of those core services or service streams that we've identified."

5. SERVICE STRATEGY, SPACE AND COMMUNITY NEEDS

Board members reviewed service strategy work focused on priorities, target groups, and how library space is being used. Councillor Marc Grant said the strategy needs to answer "how do we prioritize and for what groups in what areas," pointing to seniors and digital inclusion as one example.

Haslett-Theall said the strategy is intended to narrow in on service choices: "these are the questions that that service strategy is really going to tackle," including "what are the services and what are the core service streams."

The board also heard updates on branch demand. Haslett-Theall said usage at Glen Abbey and 16 Mile remained high after expansion: "people didn't move from one branch to another. Now they're both full."

Parking remains a recurring issue tied to library growth. Jeff Knoll said, "that's the one question I get all the time now about the new libraries. What are you gonna do about parking?"

Staff also updated the board on newspaper digitization. Haslett-Theall said "all content has been digitized, processed, and indexed," and public access to older material could begin by the end of the month.

Motions

• Consent Agenda Items 5.1–5.5 — Approved
• Memorandum of Understanding — Approved, to be sent to full council for final approval in September
• Business Analyst Position — Approved unanimously to move forward
• Staff Development Day Date Change — Approved; moved from November to January

Attendees

• Peter Longo
• Nav Nanda
• Jonathan McNeice
• Cathy Duddeck
• Marc Grant
• Janet Haslett-Theall
• Natalia Lishchyna
• Jeff Knoll
• Allan Elgar
• Dave Gittings
• Sean O'Meara
• Ray Chisholm
• Rob Burton