Oakville Public Library Board Meeting

Oakville Public Library board members reviewed first-quarter finances, discussed budget pressures for 2027, considered library service planning in southwest Oakville including the Woodside branch, approved a rewritten library space booking policy, and received updates on capital projects, programs and community engagement.

Topics Discussed

1. FIRST-QUARTER FINANCES

The board reviewed the financial report through March 31, 2026. Staff said the library is trending toward a $240,000 surplus this year. They also said the HIP Trust is projected to end the year with a $39,000 balance, tied to a new regional funding agreement.

Staff said some of the projected surplus is being redirected into collections earlier than planned. They also flagged pressure on materials and supplies, including costs connected to the 16 Mile branch, and discussed utility pressures.

2. 2027 BUDGET PRESSURES

Board members discussed early direction for the 2027 budget in what several described as a difficult municipal budget environment. Rob Burton said, "so all that said we are expecting this year's budget to be tight and likely have some challenges to kind of address it but we'll look at different options and then bring them forward for the board for consideration."

Staff said 2027 pressures include: - a 2.78% increase in personnel costs under the collective agreement - about $30,000 for Central branch maintenance - a new annual contribution to the town's building reserve fund

Ray Chisholm said the town's budget process is shaped by the mayor, stating, "the budget is mandated or dictated by the by themayor, not council. Um it's the mayor's budget." Staff also noted that the direction could change because 2026 is an election year: "the current mayor will provide us with general direction. However, that direction could shift based on how the election goes."

3. CENTRAL BRANCH COSTS AND FACILITY MAINTENANCE

Members discussed ongoing operating pressures at the Central branch while the replacement project moves ahead. Staff said Central has continued to run over budget because of building condition issues, including HVAC problems. The board also heard that Glen Abbey is over budget, though to a lesser extent.

On the capital side, the CEO said the new Central project remains in schematic design and is still targeting a site plan submission in July: "So, starting off with our projects, thenew central project uh continues to beunderway... But we're still on track um for our site plan approval submission in um at somepoint in July."

4. SOUTHWEST OAKVILLE LIBRARY REVIEW AND WOODSIDE

The board discussed whether to delay the Woodside renovation while reviewing library service needs in southwest Oakville, including Bronte and Woodside. Janet Haslett-Theall said, "So before we renovate it, let's actually look at both Bronte and the Woodside area and take a look at it holistically to really understand what are the needs of those communities and how are they best served?"

Staff said Woodside has functional limitations beyond normal renewal needs. Haslett-Theall said, "one of the key drivers ofof Woodside is that it isn'tI would love to talk to the architectof Woodside. Um cuz it isn't it isn't afunctional building." She added that the basement is not currently useful space for long-term occupancy and said a renovation could help reallocate services or staff space.

Transportation access was also part of the discussion. Nav Nanda discussed how the review examines accessibility to branches by different modes of travel, including whether bus transfers create barriers for Bronte residents trying to get to Woodside.

Staff said the Woodside renovation is being pushed to 2028 as a placeholder while the service review and strategic planning work are completed.

5. SPACE BOOKING POLICY AND OTHER LIBRARY UPDATES

The board approved a rewritten library space booking policy for all seven branches. Staff said the policy is meant to standardize how rooms are booked and managed across the system.

Ray Chisholm said the process involves more than simply renting out rooms: "This is more than a rental you're talking about... it's more than just rental." He said staff review organizations, contracts and proposed uses to ensure bookings do not interfere with library programming or legal obligations.

Chisholm also questioned whether the policy language was too restrictive, saying, "you've narrowed it really down on who can apply for space at the library. Is that a safe statement to to say... that it's very limited certain certain groups or organizations?"

Other updates included: - scheduling software planned for 2027 - public access for the newspaper digitization project launching in July - community engagement work beginning next week, including surveys and event outreach - the 16 Mile branch opening - program updates including the seed library, story walks and Library of Things additions

Motions

• Library Space Booking Policy (Item 7.3) — approved
• Receive comprehensive library service report — approved unanimously
• CEO update report — approved
• Adjournment of meeting — approved

Attendees

• Ray Chisholm
• Janet Haslett-Theall
• Nav Nanda
• Cathy Duddeck
• Rob Burton