Oakville Public Library Board Meeting Review

The Oakville Public Library Board reviewed second-quarter performance, capital projects, service strategy and mid-year finances. The central library remains on schedule and is moving into detailed design. The board deferred the Woodside renovation while staff conduct a broader Bronte and Southwest Oakville service review. It also approved fundraising support for a two-year service strategy implementation position and agreed to add branch service-per-dollar measures to future reports.

Topics Discussed

CAPITAL PROJECTS AND BRANCH PLANNING

The central library project has moved from schematic design into design development and remains on schedule and budget. The former underground parking area is being redesigned as public study space, with individual and group rooms, a meeting room, a quiet area and washrooms. The lower level will not have a permanent staff or security desk; staff are expected to make regular rounds.

The plans no longer include a dedicated café. Board member Ray Chisholm said, "It's not a business that we're in. Um we're in the library business now. We're not in the cafe business or the uh the retail cafe business." Staff are considering self-serve vending for coffee and snacks.

The project is also expected to include a permanent used bookstore, children's and adult areas, program rooms, patios and a 150-person event space.

The board deferred the Woodside renovation while the Town studies library service gaps in Bronte and Southwest Oakville. Options include a presence in Bronte Village, space at Queen Elizabeth Park Community and Cultural Centre, or another temporary location. The proposed review is expected to cost $30,000. Staff member Tara said the existing branch is "obviously not meeting customer expectation and needs."

SERVICE STRATEGY AND COMMUNITY OUTREACH

The developing service strategy will organize services around three community outcomes: a culture of reading, digital inclusion and intellectual curiosity. Staff said the library is shifting from measuring activity alone to evaluating outcomes and community impact.

The strategy emphasizes beginner-level "discovery and exploration" programs, while directing residents seeking longer or more advanced courses to the Town or other partners. Staff also plan to focus outreach on programs with the highest measured impact rather than promoting every service equally.

The board reviewed plans to engage at least 1,000 residents, including non-users and underrepresented groups, through pop-ups and community focus groups. A full-day board workshop is scheduled for Oct. 17, with a final strategy expected to return to the board in October.

BRANCH PERFORMANCE AND DIGITAL ACCESS

The board discussed comparing branches on an "apples to apples" basis. Of 599,164 services recorded, 522,295 were Wi-Fi sessions. Staff agreed to separate Wi-Fi use from other branch services because the volume "is going to skew every other number."

Future reports are also expected to include branch services delivered per dollar spent, including staffing and facility costs.

The 16 Mile Creek branch accounted for 97 per cent of the net increase in new library cardholders in the second quarter year to date. Staff said the branch is attracting new users rather than reducing use of Glen Abbey, and a six-month update is planned for October.

The board also discussed a possible temporary library use for the portable facility in Palermo, subject to negotiations and Town Council funding.

FINANCES AND STRATEGIC IMPLEMENTATION POSITION

The library is forecasting a year-end surplus of slightly more than $30,000. Savings from staffing vacancies are being redirected to collections purchases earlier in the year. Staff also reported hydro cost overruns at library and other municipal facilities, which are under investigation.

A $200,000 Oakville Community Foundation transfer is funding digitization work. Digitized and indexed Oakville Beaver editions published before 1981 are expected to become available online in early October, with the remaining material expected by early 2027.

The board approved fundraising reserves as "seed capital" for a two-year Service Strategy Implementation Lead position. The position, previously described as a Business Analyst, will oversee implementation of the service strategy.

Andrew said the implementation work includes "a $300,000 investment into a service strategy" and will use outcome-based performance measures. The broader strategic planning and service design project has grown from an earlier estimate of roughly $75,000 to $100,000 to more than $500,000.

CLEARVIEW, TRAFALGAR ROAD AND OTHER SERVICE UPDATES

Staff said the shared school-library model used at Clearview will not be repeated. Future school partnerships would require a separate, enclosed public space with its own exterior access.

Plans for a Trafalgar Road branch remain paused while the Town and developer continue discussions. Staff said signing an agreement would start delivery timelines, and neither side is in a hurry to do so.

The board also reviewed a minimum of 24 STEM/STEAM community activations, fall Storywalk locations, fundraising progress equal to 79 per cent of the annual target, and a Nov. 5 Book Talk Live fundraiser supporting older-adult programming.

Motions

• Oakville Public Library Board Key Agenda Items — Item 5.1: Passed on consent.
• Health and Safety Report — Item 5.2: Passed on consent.
• Halton Information Providers Report — Item 5.5: Passed on consent.
• 2026 CEO Update Report: Received.
• OPL Strategic Planning Recommendation: Carried.
• Fundraising support for the Service Strategy Implementation Lead position: Approved unanimously.
• Woodside Library renovation: Deferred for a broader Bronte and Southwest Oakville service review.
• Branch services-per-dollar reporting measure: Administration agreed to add the measure to future reports.

Attendees

The excerpt did not provide a complete attendance list. Participants identified in the discussion included:

• Jeff Knoll, board chair
• Meredith, board member
• Rod, board member
• Ray, board member
• Ray Chisholm, board member/councillor
• Tara Wong, library administration
• Gabe Charles, planning director