communication & counsel - ottawa public library · 6 communication & counsel subject: 2009...

6

COMMUNICATION & COUNSEL

Subject: 2009 Strategic Work Program Report

Year End Status Update to December 31, 2009 Prepared by: Barbara Clubb, City Librarian Prepared for: Ottawa Public Library Board Meeting of: March 08, 2010 Date of preparation: February 26, 2010

Background: The 2009 Strategic Work Program (SWP) was presented to the Board at the April 2009 board meeting and a mid-year update was provided at the October Board meeting. The plan was based on the Board’s mission statement, five strategic directions and core values. The attached is a final draft report on achievements towards objectives/priorities. It also indicates when elements of some objectives have been advanced to the 2010 strategic work program currently in development. The Program: The SWP is based on the library’s mission and core values. The Library’s mission is to build a strong Ottawa community by supporting literacy and lifelong learning, fostering inspiration and enjoyment and connecting peoples to each other and the world. For 2009 the Library reflect the Library’s strategic directions and priorities approved in 2008:

a) Provide responsive service b) Build partnerships for accessible and efficient service c) Develop our places and spaces d) Build a new central library e) Be an accountable and innovative organization

Overview of Key Strategies: All of the Strategic Work Plan priorities and supporting strategies respond to the OPL’s five strategic directions either directly or indirectly. Some of the key accomplishments of the 2009 SWP included:

Council approval for the site and purchase of the land for the new central library Infrastructure Stimulus Funding for the building of one new library and retrofit of four

additional library facilities Board adoption of a new Ends policy statement and establishment of four standing committees Launching of BiblioCommons - the new catalog and approval for the migration to Symphony

the new integrated library system Breaking ground for the new Archives and Materials Distribution Centre Completion of the Strategic Organizational Review Achieving the $618K productivity improvement target

Many more accomplishments are contained in the draft report.

Overview of the Year End Status Report: The highlights of OPL’s strategic achievements for 2009 are detailed at the beginning of the attached report. This report should be read in conjunction with the final version of the Board Workplan 2009 Year End update approved by the Board in January 2010. It will be supplemented by the 2009 OPL Annual Report to the Community to be published later in 2010.

Doc 6 2009 Strategic Work Program- High Level Mar 8-10 Year End Update to December 31, 2009 of 24

If there are any additional items that the Board wishes included in this report, Board members can signify at the Board meeting or provide the information to the Library Board Assistant. A final version will be issued after the board meeting. It will also be posted on the OPL website and the Library’s employee intranet called Ozone.

Attachment: 2009 OPL Strategic Work Program – Year End Update to December 31, 200s



Strategic Work Program

Programme de travail stratégique

2009

High Level Version Version de niveau supérieur

Year End Update to December 31, 2009 Version March 8, 2010 Version 8 mars, 2010

2009 OPL Achievement Highlights Supporting Strategic Direction and Priorities

(as of March 8, 2010)

“What a wonderful facility. I step in the door and am greeted by a cheery fire, welcomed by friendly staff and provided a real selection of fine reading material. I particularly appreciate the web-powered system that allows me to order any of the other library holdings and pick it up right here. Thank you.” From an OPL library user in Stittsville

Strategic Direction A: Provide Responsive Service

Plan for major migration from Horizon to Symphony integrated library system completed for implementation in 2010 Added Browse-aloud software on all public desktops Created new business services kiosk at Ruth E. Dickinson branch in partnership with OCRI Created a Newcomers Centre and expanded public computer training lab at the Main Library Library settlement workers extended to 10 locations Developed a comprehensive users’ guide to owning a library card for new patrons; available in 13 languages Expanded the digital media collection with downloadable e-books, audio books and music Introduced DVDs to the Express Collection improving customer service by reducing request lists Reviewed all facilities in preparation for making them meet the needs of library users with disabilities Transferred half of all Museum Passes to the Express Collection to provide faster access to the public and added two new museums to the

program Launched the Getting to Know the Library DVD – an aid for those using American Sign Language Improved OPL’s loan policies for non-fiction DVDs, music CDs and magazines Established a gaming collection, expanded gaming consoles to 10 branches and purchased gaming kiosks for library Teen Zones at Main

Library and St-Laurent branch Extended the implementation of self-check equipment to two more branches (Cumberland and Orléans) and expanded the number of self-

check machines at four branches (Nepean Centrepointe, Main, Carlingwood and Ruth E. Dickinson) Homebound Services average 765 visits per month with a circulation of 45,500 items per year Materials Delivery Services now moves 60 tonnes of materials per week or 4 million items per year among library branches

Strategic Direction B: Build Partnerships for Accessible and Efficient Service

Bookmobile now operates with Horizon which improved service to patrons Developed an information package for expecting parents called Prenatal Xpress in partnership with Ottawa Health Nurses Enabled wireless services at all 33 locations and provided wireless access to the Bookmobile; all rural branches were upgraded to 100 Mg

Fibre connectivity Implemented a new bilingual online events database Introduced online program registration for adults and teens Introduced BiblioCommons - an enhanced catalogue and account management system


OPL joined with the Friends and the Foundation in developing a giving campaign for 2010 and a giving campaign (I got it at the Library) launched in Fall ‘09

Centennial Teen Advisory Group (TAG) received a $2,500 United Way grant for the project “Express Yourself @ the Library” OPL Foundation hosted Explore the North, their premier fundraiser featuring Charlotte Gray, Ken McGoogan and Elizabeth Hay OPL established memorial funds to honour library pioneer Ruth E. Dickinson, volunteer Doug NcNab and librarian Barbara Mirsky

Strategic Direction C: Improve our Places and Spaces

Completed major renovations at Ruth E. Dickinson, Rideau, Nepean Centrepointe and Cumberland (Phase 1) branches Initiated a new library for Greely and major renovations at Sunnyside, Cumberland (Phase 2), Vanier and Alta Vista branches thanks to

Infrastructure Stimulus Funding of $4.725M Improved the Main Library with completion of a newcomers centre, computer training lab, renovated Ottawa Room, upgrade to elevators,

replacement of seats and carpeting as well as creation of wheelchair spaces in the Auditorium and renovations to the parking garage Battery-recycling program commenced at eight library branches Completed the Teen Zone at the Beaverbrook branch for a total of 21 teen zones system-wide Launched and piloted the first library depot to provide basic library services during the renovations and extended closure of the Sunnyside

branch Adopted the recommendations of the Go Green Report - an environmentally conscious approach and action plan for OPL Opened new Friends of the Ottawa Public bookstores at the Beaverbrook, Blackburn Hamlet and Stittsville branches bringing total to five

volunteer-staffed bookstores and 11 self-serve bookstores Ground breaking ceremony for the new Central Archives and Materials Distribution Centre officiated by Mayor, Chair and Ward Councillor Purchased first kiosk for installation at the Riverside/Hunt-Club Community Centre; Premier McGuinty officiated at ground breaking

Strategic Direction D: Build a New Central Library

Reached a major milestone in the development of a new central library when Council approved the recommended downtown location and $26m for the purchase of the site

New Central Library functional building program completed, received by Board and mounted on the OPL website Strategic Direction E: Be an Accountable and Efficient Organization

Completed the OPL Strategic Organizational Review Completed the Borrower Services Process Review Negotiated a new three year collective agreement with CUPE 503 Library Group Met the $618K Productivity Improvement target (two year target achieved in one year) Developed an OPL Health Emergency Plan for H1N1 pandemic Celebrated the 25th anniversary of the Friends Bookshop at the Main Library and the 10th anniversary of the Friends Bookshop at the

Cumberland Library Celebrated the 75th anniversary and re-opening of the Rideau branch; the 10th anniversary of the Cumberland branch; and the 3rd

anniversary of the Greenboro branch Friends, Foundation and the OPL raised more than $750K to enhance and expand resources and services


Board Governance and Development

Board: Jan Harder and Pamela Sweet elected for two year term as Chair and Vice-Chair respectively; Trustee Sweet served as Chair of Facilities Planning; Trustee Bernard Clavel as chair of Governance and Audit; Trustee André Bergeron as chair of Finance and Budget and Trustee Jim Bennett as chair of Performance Measurement

Governance: following Council’s review of city governance, OPL Board now reports directly to Council and will have input into the appointment of next board (2011-2014); three progress reports were submitted to the Office of the Auditor General on the 2008 Governance Audit

Structure: four new standing committees were established; detailed work plans for the Board and each committee were developed and approved

External Leadership: Chair Harder continued as President of the Canadian Library Trustees Association and elected for a two year term as a member of the Urban Libraries Council executive; Trustee Jim Bennett was elected as vice-chair of the Federation of Ontario Public Libraries; Trustee Peggy Feltmate served as liaison to the OPL Foundation Board; Trustee Clavel served as liaison to the SOLS Trustee Council; Trustee Bergeron served as liaison to the Ontario Library Boards Association

Training and Development: mid-term board evaluation and review of strategic plan completed; board education sessions held on Copyright, Teen Services and Risk Assessment

Budget: the Board actively participated in the City’s 2010 budget process resulting in a 5.5% increase to the operating budget New Central Library: functional building program received; approval of site and $26M funding for land acquisition received from Council Advocacy: five resolutions were presented to FOPL, OLBA and OPLA on provincial funding, French language services and collections, and

targeted funding fro newcomer and Aboriginal services in public libraries Community Recognition: OPL Order of Friendship certificates awarded to Jane Dobell, Maureen Boyd and Elinor Montgomery Planning and policies: new mega ends policy adopted; new policies approved for Materials Selection, Protection of Branch Services; position

statements approved on Life Long Learning literacy and Reading, Teen Services, and Accessibility; special reports received on Business Services Strategy, Teen Services Strategy, Designation of Bilingual Positions, Greening of the Ottawa Public Library, Early Literacy Spaces in OPL Branches, Aboriginal Services, OPL Talent Plan, OPL Technology Update

Monitoring Reports: received 23 reports on board policy compliance Community Connections: Two Board meetings were held in community branches - Rockcliffe Park Branch and Rideau Branch

Awards, Honours and Recognition 4 employees received Peer Recognition Awards 71 employees in five teams received Team Achievement Awards 2 employees received Individual Achievement Awards 77 received OPL years of service pins 10 employees were honoured with City of Ottawa Long Service Awards for more than 25 years of service 7 retired/retiring employees were honoured by the City of Ottawa 24 Library Volunteers received long-service awards 35 Library Volunteers received the Ontario Ministry of Citizenship and Immigration Volunteer Service Awards


OPL Chair Jan Harder was elected to a two-year term as a member of the governing council of the Urban Libraries Council and continued as the President of the Canadian Library Trustees Association Trustee Jim Bennett continued his term as a member of the board of the Federation of Ontario Public Libraries (FOPL) and was elected vice-chair Trustee Marianne Wilkinson celebrated 40years in municipal politics OPL won Overdrive’s Training Month contest for September 2009 OPL was runner-up for Crime Prevention Ottawa’s annual Community Safety Awards in the City of Ottawa category OPL won a Change the World Youth Volunteer Challenge Grand Prize from Volunteer Ottawa City Librarian Barbara Clubb was awarded the Allie Beth Martin Award from the American Public Library Association and the Outstanding

Contribution to Librarianship from the Canadian Library Association Monique Désormeaux was appointed adjunct professor at the University of Ottawa School of Information Studies Employee Rob Christie was on the shortlist for a Celebration of People award celebrating achievements by persons with disabilities Main security guard Yoannes Birrou and Line Gravelle, Main Library manager received certificates of appreciation from Centre 507 Association for

their openness to Ottawa’s marginalized population Melody Andrews, Homebound Services volunteer was recipient of the 2009 Civic Appreciation Award for Community Activism (Youth) Friends of the Ottawa Public Library won three “Friends” awards from the Association of Library Trustees, Advocates, Friends and Foundations

(USA) for their newsletter, membership brochure and special publicity project; FOPLA also won the Gabriele Schreiber award from the Friends of Canadian Libraries


Ottawa Public Library Statistics for 2009 Item 2007 2008 2009 ↑ Trend ↓ Population City of Ottawa 877,300 888,853 908,390 ↑ Total library uses 22,974,751 25,032,900 26,480,046 ↑ Items borrowed 10,099,173 10,429,478 10,646,714 ↑ Library visits in person 4,286,900 4,802,150 5,005,050 ↑ Library visits electronically 5,054,551 5,783,839 6,309,886 ↑ Books and materials in the collection 2.34 mil 2.24 mil 2.23 mil ↓ Reference and information questions 602,950 663,750 637,000 ↓ Electronic databases available for use 69 85 84 ↓ Number of database uses 183,061 196,061 233,622 ↑ Number of public workstation sessions 926,325 947,499 937,294 ↓ Programs 8,485 9,687 9,950 ↑ Program attendance 195,569 199,409 195,317 ↓ Number of training hours provided for staff NA 8,300 14,579 ↑ Volunteer hours 44,000 47,586 43,856 ↓ OMBI Ontario Municipal Benchmark Initiative Results for 2008 2006 2007 2008 ↑ Trend ↓

Library uses per capita 25.7 25.8 28.1 ↑ Circulations of items per capita (highest of all OMBI libraries) 11.1 11.3 11.6 ↑ Library holdings per capita (below mean, medium and Toronto PL) 2.74 2.61 2.50 ↓ Number of square feet per capita (lowest amount of space) NA 0.48 0.48 ↔ Amount spent on library materials per capita 4.92 4.86 4.84 ↓ Operating $ expended per capita (2nd lowest) 44.07 43.85 45.66 ↑ Library cost per use (2nd lowest) 1.71 1.70 1.63 ↓ Number of service hours per capita (below mean and median) 0.09 0.09 0.09 ↔


In 2008 the Board of the Ottawa Public Library launched its new Strategic Plan for the years 2008-2011. The Strategic Plan guides the development of the Library and its services over the period from 2008-2011. Implementation of this plan will ensure that the Library can support the emerging library and information needs in Ottawa and advance civic priorities. OPL Mission Statement Building a strong Ottawa community by supporting literacy and life-long learning, fostering inspiration and enjoyment and connecting people to each other and the world. OPL Core Values

1. Access for All: We are committed to providing basic services to every person in Ottawa free of charge, and to providing barrier-free facilities, resources and services.

2. Accountability: We are responsible for meeting the library service needs of the community in an efficient, effective and fiscally responsible

manner. 3. Bilingualism: We provide a strong bilingual context in English and in French for our resources and services. 4. Dynamic Workforce: We promote a stimulating work environment that recognizes and rewards staff creativity in serving the people of Ottawa. 5. Innovation: We continuously review current practices, make improvements, leverage technology and create new standards of performance to

drive service improvements. 6. Intellectual Freedom: We defend the right of library users to freedom of thought, believe, opinion and expression as the basis of a democratic society. 7. Love of Reading: We nurture the joy of reading in people of all ages. 8. Right to Privacy: We respect and protect the privacy of our users. 9. Service Orientation: We excel in customer-driven service and respond to the diverse needs of the population of Ottawa. 10. Smart Community: We believe that Ottawa’s future economic and social prosperity depends on ensuring that all our citizens are well informed and

supported in their aspirations to learn through out their lifetime.

The Ottawa Public Library Strategic Plan 2008-2011 has five strategic directions or goals. Each strategic direction has between one and five related key priorities.

Strategic Directions/Priorities: A. Provide Responsive Services B. Create Partnerships for Accessible and Efficient Service C. Develop Our Places and Spaces D. Build a New Central Library E. Be an Accountable and Innovative Organization


Following are the five strategic directions, with key priorities and strategies to address each direction in 2008. Goal A Provide Responsive Services

A1 Focus on our future leaders: engage and support key groups who will influence Ottawa’s future success: youth, newcomers and entrepreneurs and small business

A2 Catch up: build our print and electronic collections to address the gap between growing demand and current supply A3 Be virtual: enhance technology-based access and services A4 Good reads and the right information: support life-long learning, literacy and reading for all A5 Stay ‘open’ for our citizens: provide more and better hours of service

Goal B Create partnerships for accessible and efficient service

B1 Add value: leverage public investment by working with other city departments and partners on key initiatives B2 Be a window to the City: extend public access to City information and services through the Library’s 33 branches, mobile services and

website Goal C Develop our places and spaces

C1 Care for what we have: implement upgrades and improvements in existing branches C2 Build community – fill the ‘holes’: develop new branches to support growth and address service gaps C3 Reduce the barriers: enhance accessibility to our services through physical and technology upgrades C4 Go green: Demonstrate environmental leadership in all future facility development

Goal D Build a New Central Library

D1 Transform our future and preserve our past: Develop a new Central Library as a civic and cultural focal point, which supports the City’s goals of being inclusive, creative, innovative, proud and liveable

Goal E Be an Accountable and Innovative Organization

E1 Develop our people: ensure effective staff and volunteer development, including the Board, the Friends and the Foundation E2 Use technology wisely: Utilize the power of technology to extend our services, make connections with our citizens, and realize ongoing

efficiencies E3 Measure what matters: implement a new approach to performance measurement that informs our continuous improvement and more

accurately reflects the value-added roles the Library is playing E4 Tell our story: build increased awareness of what the Library has to offer and report on progress to the public and taxpayers

Appendix A Acronyms Appendix B OPL Board Members and Senior Staff


Goal A: Provide Responsive Services A1 Focus on our future leaders: engage and support key groups

who will influence Ottawa’s future success: youth, newcomers, entrepreneurs and small business

Core Value

Status to December 31, 2009

A1.01 Improve service to newcomers including: • Develop multiyear newcomer service strategy • Implement cross cultural training program for staff • Improve access to world languages collections

1,7,9,10 • Multi-year service strategy draft completed for completion in Q1-10

• Settlement workers now located in 10 branches • Cross cultural training for 504 staff completed • Processing for world language collection accelerated; the

$80K CIC grant special collections completely allocated and additional $180K received from CIC

• Website content for newcomers translated into 12 languages and mounted

A1.02 Improve service to teens including: • Develop Teen services strategy • Implement Urbandale gaming centres

1,7,9,10 • Multi-year teen services strategy completed; presented to board in Oct; in translation for 2010 release

• Urbandale funded teen gaming kiosks researched, purchased, and installed at Main and St-Laurent locations; evaluation component will take place Q2-10 Gaming centres are being used by children, teens, families and at Main by developmentally delayed adults on regular trips to the library

• Currently Teen Zones in 21 branches • Centennial branch teen advisory group (TAG) received a

$2500 United Way grant for teens to develop their own programs; RED held teen focus group to solicit input into the proposed Teen Zone; Nepean-Centrepointe is developing a TAG; new teen zone opened in Beaverbrook funded by Leacross Foundation and designed by local teens

• Teen console games are now available in 10 branches, an increase of 2 branches

A1.03 Improve service to business and entrepreneurs including: • Report on 2008 service strategy • Implement 2009 business services strategy

1,7,9,10 • 2008 activity report completed and presented to the Board

• Business Services enjoyed significant growth in 2009 through networking and word of mouth; achievements this year include: • Joined with YM-YWCA Enterprise centre to provide

programming to 111 individuals, including workshops and monthly lunchtime drop-in sessions

• Workshops on small business start-ups offered at MA, CE, OR, RED, NC, and CU branches

• Members of the Business Services team participated in business events including the Ottawa Business


Summit, the Art of the Start, ArtPreneur, and other trade shows

• More than 300 one-on-one meetings with clients (averaging about 25 per month)

• RED, in partnership with the City and OCRI, established the Entrepreneurship Centre Kiosk

A1.04 Improve Service to Seniors: • Initiate Research

1,7,9,10 Note: In April 2009, the OPL Board amended the Strategic Plan to include this user category • Research to support the strategy including options

for consolidation and expansion of services has begun

A1.05 Improve Service to job seeker • Formally articulate and promote OPL service to job seekers

1,7,9,10 Note: In April 2009, the OPL Board amended the Strategic Plan to include this user category Research to support the strategy development has begun

A2 Catch-up: build the Library’s print and electronic collections

to address the gap between growing demand and current supply

Core Value


A2.01 Implement recommendations from 2008 Collections Development Strategy 1,2,3,7,10

• Revised Materials Selection policy approved by the Board • Related revisions to the Service Delivery Framework

adopted • Hold-to-copy ratio improved • OPL’s collection of e-books expanded and a collection for

teens added • Budget allocation for teen materials increased • Lifted cap of 30 copies of DVD titles

A2.02 Evaluate expanded Express Reads collections 1,7,9,10 • The Express collections have been expanded; evaluated and will continue in 2010

A2.03 Evaluate feasibility of non-requestable collections in designated branches 1,2,7,9,10

A six-month pilot project tested Express copies of DVDs in selected branches; report completed recommendations to be reviewed by senior management in 2010

A3 Be Virtual: enhance technology based access and services Core

Value Status to December 31, 2009

A3.01 Maximize on-line service applications for improved effectiveness and efficiency including: • Complete implementation of online events registration and meeting room

booking software • Upgrade SirsiDynix Horizon to version 7.5 • Develop plan for migration of the Integrated Library System to

Symphony platform

1,2,5,10 • Online program registration implemented • Plan for migration from Horizon to Symphony completed

for move in April 2010; upgrade to Horizon 7.5 not required

• RFP for automated handling system for Library and Archives building completed and contract awarded to Tech Logic


A3.02 Improve staff Intranet on OZONE to improve effectiveness and efficiency 1,2,5,10 • Staff currently examining City-approved e-tools for use with the Library’s intranet e.g. Wikis and staff e-forums

• Symphony will support staff blogs on library topics

A3.03 Expand and increase customer service through technology including: • Investigate SirsiDynix module for e-payment of fines • Investigate e-payment of fines from self-check units and new ITC kiosks • Implement 360 Search to provide a single search interface for all OPL’s

databases

1,2,5,10 • E-payment of fines project approved through ITS • S Value Assessment Panel; finalizing business case to

submit to ITS for implementation; currently delayed due to PCI investigations by City ITS

• Investigation of e-payment of fines from self-check units and kiosks underway

• 360 Search implementation completed

A3.04 Support and expand the OPL website including: • Implement BiblioCommons to provide more active user experience with

the library catalogue • Making the website more accessible

1,2,5,10 • New website scheduled for launch in March 2010 • Bibliocommons launched to public December 1, 2009 • Introduction of Drupal content management software

completed for launch with new website • Kids site enhanced • Podcasting pilot completed

A3.05 Participate in the City of Ottawa VOIP (Voice Over Internet Protocol) telephony as it becomes available and possible

2,4,5 • VOIP contract approved by City Council (Cisco/IBM); implementation proceeding

A4 Good reads and the right information:

support life-long learning, literacy and reading for all Core Value


A4.01 Participate in the development of the Getting to Know the Library manual in American Sign Language

1,2,6,9,10

• Video completed and launched

A4.02 Complete report on review of Shared Collections Program 1,5,7,9 • Report completed; recommendations implemented

A4.03 Evaluate French Language Services Pilot in western branches 1,5,7,9 • Pilot and evaluation completed

A4.04 Review effectiveness of Children’s Programs in supporting OPL literacy objectives including: • Backpack pilot project • Every Child Ready to Read Program

1,5,7,9 • Backpack pilot project implemented and go-forward plan approved

• ECRR review carried forward to 2010

A4.05 Develop design guidelines for key children’s services initiatives including: • Every Child Ready to Read (ECRR) • 1,2,3 Read with Me/1,2,3 Lis avec moi • Early literacy spaces

1,5,7,9 • ECRR design guidelines in development • 1,2,3 Read review completed • Early literacy spaces design guidelines in development

for completion in 2010

A4.06 Update Children and Youth Agenda to 2013 1,5,7,9 • Teen component completed in English and presented to Board

A4.07 Finalize position statement on lifelong learning, literacy and reading for board approval

1,5,7,9 • Completed and approved by Board


A5 Stay “open” for our citizens: provide more and better hours of service

Core Value


A5.01 Prepare policy for Board on development and maintenance of existing branches

1,2,9,10 • Board approved Executive Limitation A.30 Protection of Branches, February 2009

A5.02 Improve service in rural branches 1,2,9,10 • Funding secured to enhance Summer Reading Club in rural branches; Infrastructure Stimulus Funding-1 received to build new branch in Greely village

Goal B: Create Partnerships for Accessible and Efficient Service

B1 Add value: leverage public investment by working with other City departments and other partners on key initiatives

Core Value


B1.01 Strengthen relations with OPL Foundation including

1,6,9

• Finalize Memorandum of Understanding (MOU) between OPL and OPLF

• Draft revisions of MOU completed for presentation to both boards for final approval by end of Q1-10

• Complete joint and or complementary policies on fundraising and sponsorship

• Draft donor recognition and gift acceptance policies developed by Foundation

• Foundation’s giving campaign (Imagine-I got it at the Library) completed for fall/winter implementation

B1.02 Maintain and/or strengthen relationships with key community groups including:

1,5,7,9, 10

• Canadian Authors Association (National Capital Region) Partnering to provide space for monthly meetings of the Association

• Sm@rtLibrary Consortium Working with Carleton University and Ottawa University to hire new director to work with SL team to evaluate the future technology platform for SmartLibrary Consortium

• Community Service Agencies Worked with the Ottawa Community Coalition for Literacy to produce an American Sign Language version of the Getting to know the Library manual

• Business service organizations including Ottawa Chamber of Commerce

Extended service connections working with Entrepreneurship Centre, YMCA, Social Planning Council of Ottawa; joined the Ottawa Chamber of Commerce

• Children’s service agencies Working with key groups including Success by Six/Ottawa Network for Children/Best Start, Middle Childhood Matters, Family Literacy, Youth count and the Children and youth Community Leadership Table




Core Value


• Community immigration and settlement agencies

• Ongoing; key partners include: Citizenship and Immigration Canada, Lebanese and Arab Social Services Agency of Ottawa, Ottawa Community Immigrant Services Organization, Ottawa Chinese Community Service Centre, Somali Centre for Family Services, and Conseil Économique et Social d’Ottawa-Carleton

• Held successful Library Settlement partners day program in October

• Neighbourhood planning agencies Rosemount branch staff continue its involvement by attending city neighbourhood planning meetings

• Université d’Ottawa School of Information Studies • M. Désormeaux was appointed as Adjunct Professor in December 2008 and taught Management Fundamentals in Q1-09

• Several OPL managers delivered guest lectures • City Librarian is member of external UO-SIS advisory

panel on accreditation

B1.03 Implement and evaluate partnership with Knowledge Ontario’s ASKON province-wide live-chat reference service

1,5,7,9, 10

Implementation completed; bilingual service now on-going

B1.04 Improve library services to Aboriginal residents of Ottawa 1,2,10 Work delayed due to pressure of capital renovations and expanded branch responsibilities of lead manager; carried into 2010

B1.05 Develop plan for transferring remaining OPL book sale programs to Friends of the Ottawa Public Library Association

1,2,5,7, 9,10

Proposal and plan completed; FOPLA Board will review in Q1-10

B1.06 Develop relationships with new departments and branches in the realigned City of Ottawa as of March 2009

1,2,4,9, 10

Senior staff participated in meetings to establish the new “Shared Services” protocol and OPL’s new role as “business partners”; since the Council’s new governance policies have been introduced, including the OPL Board reporting directly to Council, the OPL is less involved with City administrative planning and meetings; however, the new OPL structure will better support our business partner role

B1.07 Develop orientation for new FOPLA Board of Directors 1,2,4,9, 10

• Chair and City Librarian met with new FOPLA President and vice-president

• City Librarian and liaison manager attend FOPLA board meetings

• OPL orientation sessions held for FOPLA Chair and Vice-Chair

• OPL management staff participated in FOPL team building workshop

• Met with new FOPLA treasurer to review donation spending process between OPL and FOPLA



Core Value


• Meeting among boards of OPL, FOPLA and OPL-F in development for Q2-10

B2 Improve and streamline OPL’s business models and processes Core


B2.01 Maintain and/or strengthen relationships with City Advisory committees and groups including: • French language services advisory committee (FLSA)

• Archives and Library Technical Facility Advisory Committee

• Exploring partnerships with Public Health regarding Children@Play

initiative

• Reviewing relevant sections of City’s White Papers on Governance, when

available

• Participating in City of Ottawa Accessibility Working Group/COMAP (City of Ottawa Municipal Accessibility Plan) for 2009

2,5 • FLSA both supported and congratulated OPL on completion of Phase 1 of the Designation of Bilingual Positions project

• Archives: construction contract awarded; public art competition completed; public ground breaking ceremony held October 23/09; construction begun and on schedule

• PH Children@Play partnership pilot project completed; evaluation in progress

• City’s Governance White papers tabled with Board May

’09; Council decided that OPL would report directly to Council and participate in selection of library board members for new term

• COMAP reports submitted as required; OPL is member of City’s Accessibility Working Group

B2.02 Improve information services to elected officials in the City of Ottawa (CDF) 1,2,7,9, 10

Regular service continues to councillors but with no expansion; training sessions will be initiated following the implementation of Bibliocommons (new catalogue) and the new OPL website in Q2-10

B2.03 Participate in City of Ottawa’s Community Development Framework initiative as it relates to branch libraries including the following areas:

1,2,5,7, 9,10

• All OPL managers have received orientation to the City’s Community Development Framework (CDF)

Participating managers have attended CDF Forums re designated areas

• Carlington (Emerald Plaza and Rosemount) Staff attended CDF Learning Forum

• Bayshore (Bookmobile and Centennial) Staff attended CDF Learning Forum

• Overbrook West – McArthur (Vanier and St-Laurent) Lead manager has attended CDF Learning Forums and “No Community Left Behind” meetings in Overbrook area

• West Centre Town (Main Library and Bookmobile) Staff attended CDF Learning Forum

B2.04 Develop strategy for identification of parades and community events for OPL participation on a yearly basis

1,2,5,7, 9,10

Guidelines re attendance and participation in community events currently in final stages; carry forward to 2010


Goal C: Develop our Places and Spaces C1 Care for what we have: implement upgrades and

improvements in existing branches Core Value


C1.01 Develop a framework for an OPL Master Facilities Plan 2,5,9 • Completion of Master Facilities Plan will be carried over into 2010 work-plan

• Evaluation of work to date completed • Statement of Work (SOW) for project in development

• Sunnyside construction began Q4-09 (ISF); a small service depot was developed to provide alternate service in response to community demand

• Cumberland initiated; phase 1 completed; phase 2 begins Jan-10 (ISF)

• Greely project (ISF) initiated; architect contracted; public consultation held Oct ’09; tender targeted for Spring ’10 and ground breaking scheduled for Q2-10

C1.02 Initiate major renovation projects including: • Sunnyside • Cumberland • Alta Vista • Vanier • Greely

2,5,9

• Alta Vista and Vanier projects (ISF) initiated

Additional • A facilities projects web presence was developed to increase transparency of ISF and other key capital projects and to better support response to enquiries; includes floor plans and key questions

• RED retrofit completed

• Rideau retrofit completed; formal re-opening ceremonies combined with 75th birthday celebrations held Oct 17

C1.03 Complete major renovations projects including: • Ruth E. Dickinson • Rideau • Nepean Centrepointe

2,5,9

• Nepean Centrepointe renovations completed including expanded self check-out

C1.04 Improve existing Main library including: • Complete development of newcomer centre space • Complete renovation and relocation of Computer Training Lab • Complete Ottawa Room renovations • Complete changes in periodicals section

1,2,5,9 • Newcomer space renovations completed • Computer Training Lab completed • Ottawa Room renovations completed • Main Library auditorium received new seats (2nd hand

from Centrepointe Theatre), carpeting and designated space for wheelchairs

• Periodical section changes deferred to 2010 due to spending freeze

C1.05 Determine need and schedule to replace bookmobile #1 12,5,9 Discussions with Fleet Services in progress and will determine date by which vehicle replacement is needed

C1.06 Improve Ottawa Public Library signage both internal and external 1,2,3,9 • Internal signage replaced at Vanier and Cumberland; tactile signs were also installed in these locations for all


C1 Care for what we have: implement upgrades and improvements in existing branches

Core Value


wall and door signs • Nepean Centrepointe signage is ready to be installed but

delayed due to 2009 spending freeze • External signage program directed at upgrades and

replacements; to date this has been completed in Metcalfe, Carlingwood, Hazeldean and Emerald Plaza

C2 Build community-fill the holes: develop new branches to

support growth and address service gaps Core Value


C2.01 Prepare for the building of the West District Library 1,2,4,5,9 External consultant retained to complete functional building program in 2010; first of series of community consultation held Dec ‘09

C2.02 Implement kiosk service at Riverside/Hunt-Club Community Centre and develop plan for evaluation

1,2,4,5,9 Kiosk contract signed and start-up collections selected using McNaughton plan; opening scheduled for Q1-10 but dependent on completion of community centre

C2.03 Develop the Library and Archives Technical Facility 1,2,4,5,9 Architectural design is complete; construction started; groundbreaking ceremony held October 23; project on schedule

C2.04 Develop strategy to leverage access to infrastructure funding from federal and provincial government programs including: • Provide input into City’s master list • If OPL projects are approved, ensure priority process is established for

funding expenditures

1,2,4,5,9 • OPL had five projects approved for the ISF -1 program announced June 5th; total funding is $4.725 M for Greely (new) and rehabilitations for Alta Vista, Sunnyside, Vanier and Cumberland branches

• OPL submitted 2 projects for a total of $1.03M for the ISF-2 program for Ruth E. Dickinson and Vernon; neither projects received funding

• Both internal and external resources are being reconfigured and/or sought to ensure these projects are completed according to the tight schedule which is part of the ISF program requirements

C4 Go green: demonstrate environmental leaderships in all future facility development

Core Value


C4.01 Implement recommendations from Go Green Report and develop long term strategy for existing library branches

1,2,5,9, 10

Board approved Go Green report; consultant hired to assist with implementation action plan

C4.02 Implement battery recycling program in partnership with City of Ottawa 1,2,5,9, 10

Battery program at 8 locations MA, MK, Carp, CU, RO, GR, CA, BE, Main has 2 containers

Goal D: Build a New Central Library D1 Transform our future and preserve our past: develop a

new Central Library as a civic and cultural focal point which supports the City’s goals of being inclusive, creative, innovative and livable

Core Value


D1.01 Continue planning for a New Central Library including • Completing functional building program

1,2,4,5, 7,9,10

• NCL Functional building program completed; submitted to board; mounted on OPL website

C3 Reduce the barriers to service Core Value


C3.01 Begin implementation of AODA (Accessibility for Ontarians with Disabilities Act) provincial standards including: • Accessibility training for staff, Board members, volunteers and Friends • Initiate policy review to comply with standards under the legislation

1,2,5,7,9 • Accessibility training for staff, volunteers and board members was largely completed by the end of Q4-09

• Updating of administrative policies to comply with AODA Customer Service Standards was completed

• Review of AODA compliance/review in OPL new web-design was completed

• Board approved Position Statement on Accessibility in April ‘09

C3.02 Improve access to library facilities including: • Investigate access ramps at Vernon and Metcalfe branches with Public

Works department • Conduct accessibility survey of all library locations and post resulting

information on website

1,2,5,9, 10

• Replacement of Emerald Plaza crumbling back ramp scheduled for Q3-10;

• Vernon access ramp not funded through ISF-2 • Access ramp for Metcalfe being negotiated with Public

Works • Accessibility facilities survey completed

C3.03 Improve access to services through enabling technology including: • Install French version of Dragon Naturally Speaking on assistive

technology public workstations • Implement Browse-aloud software on all public workstation desktops • Expand assistive technology workstations to a minimum of 3 additional

branches

1,2,5,7, 9,10

• French Dragon Naturally Speaking in progress with roll-out to take place Q1-10

• Browse Aloud installed on all public workstation desktops • FOPLA provided funding for three additional assistive

technology workstations; project implementation is in development with ITS

• Research is in progress for installation options for hearing devices in meeting rooms



D1 Transform our future and preserve our past: develop a ne as a civic and cultural focal point w Central Library which supports the Ci y’t s goals of being inclusive, creative, innovative and livable

Core Value


• Developing funding strategy • Developing awareness and communications strategy • Advancing site acquisition process

• Council approved the site and $26M to acquire land for NCL; the Real Estate division of City of Ottawa is leading negotiations

• Awareness and communication program phase 1 completed for implementation in 2010

Goal E: Be an accountable and innovative organization E1 Develop our people: ensure effective staff and

volunteers including the Board, Friends and Foundation Core Value


E1.01 Develop our staff including: • Developing multi-year strategy for implementing approved

recommendations from the OPL Talent Plan • Continuing OPL Bursary program • Implementing first OPL Co-op student program

2,4,5,7, 9,10

• OPL Talent Plan presented to Board; phase 1 implementation completed for distribution to staff

• Bursary program ongoing • New position created and rated; OPL is now ready to

hire its first co-op student

E1.02 Begin implementation of the designation of bilingual positions program 1,2,4,5, 7,9,10

Board received final report; implementation including communication to Board and staff will commence in 2010

E1.03 Negotiate a new collective agreement with CUPE 503 Library Completed and ratified September 14, 2009

E1.04 Assist in facilitating the Board’s self-evaluation exercise Completed using external facilitator/evaluator

E1.05 Improve the harmonization and coordination of employee training 1,2,4,5, 7,9,10

• Tracking and coordination of all individual and group training is now being coordinated by OPL Staff Training and Development officer

• Use of SAP database for better tracking of training has begun

• Board approved use of SOLS funding for training initiatives for 2009 and 2010; SOLS has approved

E1.06 Support the ongoing development of OPL Board and Board Members • Improve quarterly budget and performance reports • In-meeting educational program • Board meetings in branches (minimum of 3) • Order of Friendship implementation

2,5,9,10 • Quarterly budget reports to Committee and Board now include capital reports as well as quarterly productivity reporting

• In-meeting education programs held on Copyright, Teen Services and Risk Assessment

• Board meetings held in Rideau and Rockcliffe Park branches

• OPL Order of Friendship for 2009 include Maureen Boyd (Literary Gala) and Jane Dobell (Rockcliffe Park Branch advocate) and Elinor Montgomery (Kanata local history)


E1 Develop our people: ensure effective staff and volunteers including the Board, Friends and Foundation

Core Value


• All board members completed AODA training (Accessibility for Ontarians with Disabilities Act)

E2 Support OPL Board Governance and Priority Setting Core


E2.01 Support the Board’s implementation of the approved recommendations of the Auditor General’s Governance and Budget Development Process Review audits

2,5,9 • February and June implementation reports completed and submitted to board committees, board and Auditor General’s office

• New standing committees (Governance and Audit (GA), Finance and Budget (FB), Performance Measurement (PM), Facilities Planning (FP) established, Terms of Reference completed and approved by Board; annual work-plans for each committee developed

E2.02 Review the OPL Strategic Directions and Priorities 2008-2011 with the Board and make course corrections and adjustments as required

2,5,9 Review completed with consultant Susan Wright of the Randolph group; seniors and job seekers added to the identified target user groups to be supported through the strategic plan

E2.03 Provide support to new Board committees including: • Governance and Audit (GA) • Performance Measurement (PM) • Facilities Planning (FP) • Finance and Budget (FB)

2,5 • GA committee meeting on six week cycle; multiple policies revised and approved by Board; Ends policy statement developed and approved by Board

• PM committee: terms of reference approved and committee meeting bi-monthly

• FP committee: terms of reference approved and committee meeting regularly

• FB committee’s TOR were approved and regular meetings held; finance policies reviewed, revised and brought forward to Board

E2.04 Develop and implement plan to meet $618K productivity target 2,5,9 Completed; target met

E2.05 Provide support the Library Board’s development of linkages to external bodies: • City of Ottawa Council • Ministry of Culture and Ottawa area MPs • Government of Canada, Ottawa area MPs, Citizenship and Immigration

Canada (CIC), Canadian Heritage, Library and Archives Canada (LAC-BAC) • Canadian Library Trustees Association (CLTA) • Federation of Public Libraries of Ontario (FOPL) including Urban Libraries

Caucus • Ontario Library Boards Association (OLBA)

1,2,9,10 • OPL board now reports directly to Council and will have input into appointment of new board members as per Council’s acceptance of its mid-term governance report

• Support sought and received for ISF-1 funding from Federal and Provincial elected representatives

• OPL continued to receive major support from CIC for library-related settlement services

• Trustee Clavel attended two meetings of SOLS Trustee Council #8 representing the Board

• City Librarian attended two Canadian Urban Libraries Council and mid-year meeting of the IFLA Metropolitan Libraries Section


E2 Su ce and Priority Setting pport OPL Board Governan Core Value


• SOLS Trustee Council #8 • Canadian Urban Libraries Council (ULC) • American Library Association (ALA) • International Federation of Library Associations and Institutions (IFLA)

• OPL Board submitted five resolutions in 2009 to FOPL; OLBA and OPLA on funding, service for French language services, literacy, targeted funding for Aboriginal and newcomer services; FOPL established Task Force to address funding; City Librarian is member of Task Force

• Chair elected to executive board of Urban Libraries Council (based in Chicago) for two year term

• Chair and CEO attended American Library Association conference in Chicago

• No delegates attended the IFLA world conference in Milan

E2.06 Support the Board’s review and approval process for the Executive Limitation Series A policies

1-10 Section B-4:See Board’s detailed work-plan approved April 20, 2009 and year-end update January 18-10 and available on OPL website

E2.07 Support the Board’s work to ensure presence at strategic library and community related events

1-10 Section B-7: See Board’s detailed work-plan approved April 20, 2009 and year-end update January 18-01 and available on OPL website

E3 Measure What Matters Core


E3.01 Develop and pilot a new performance measurement framework 1,2,5,9,10

Research initiated but work delayed due to staff illness; carried forward to 2010

E3.02 Design and implement the Strategic Organizational Review 2,4,5,9,10

Completed

E3.03 Undertake circulation services values-based process review 2,5,9 Completed

E3.04 Develop a Risk Management Framework pilot project in conjunction with the City of Ottawa’s new Enhanced Risk Management Program

1-10 Completed; awaiting report in final form from City of Ottawa Risk Management office

E4 Tell our story: build increased awareness of what the Library has to offer and report on progress to the public and taxpayers of the city of Ottawa

Core Value


E4.01 Continue the development and implementation of the multi-year awareness and communications plan

1,8 • New outreach tools have been developed for Borrower Services; Preview has been revised for cleaner appearance; Every Kid a Card and Every Child Ready to Read programs have been re-branded with new promotional materials

• Worked with OPLF and FOPLA to coordinate giving and awareness campaigns with OPL regular communication strategies

E4.02 Celebrate branch milestones including: • Cumberland 10th anniversary of facility and renovations • Rideau 75th anniversary of service and renovations • Ruth E. Dickinson new ground floor access

1,8 • Cumberland celebrations held Oct 24/09 • Rideau celebrations held October 17/09 • RED door opening celebrations held April 4/09



APPENDIX A: Acronyms AODA Accessibility for Ontarians with Disabilities Act (Province of Ontario) COMAP City of Ottawa Municipal Accessibility Plan FOPLA Friends of the Ottawa Public Library Association ISF Infrastructure Stimulus Fund LEED Leadership in Energy and Environmental Design OPLF Ottawa Public Library Foundation OZONE Intranet for City of Ottawa and OPL staff VOIP Voice Over Internet Protocol

APPENDIX B: Board Members and Senior Staff

Members of the Ottawa Public Library Board 2007-2010 Jan Harder* – Chair Paula Agulnik Michel Bellemare* Jim Bennett, Chair, Performance Measurement Committee André Bergeron, Chair, Finance & Budget Committee Bernard Clavel , Chair, Governance & Audit Committee Peggy Feltmate* Diane Holmes* Murray MacLean Tony Manera Vicki Metcalfe

Pamela Sweet – Vice Chair and Chair, Facilities Planning Committee

Shad Qadri* Marianne Wilkinson*

* = Member of Ottawa City Council

Senior Staff 2009 Barbara Clubb, City Librarian/CEO and Secretary-Treasurer to the Board Elaine Condos, Division Manager, Centralized and Information Services Monique Désormeaux, Division Manager, Planning and Governance Barbara Herd, Division Manager, Public and Support Services (retired November 16, 2009) Danielle McDonald, Division Manager, Library Operations and Facilities

Ottawa Public Library 120 Metcalfe Street

Ottawa, Ontario Canada K1P 5M3

Tel: 613-580-2943 Fax: 613-567-8815

www.BiblioOttawaLibrary.ca

communication & counsel - ottawa public library · 6 communication & counsel subject: 2009...

Documents