agenda - kingston frontenac public library...agenda regular meeting # 2017-01 (revised january 19)...

Agenda

Regular Meeting # 2017-01 (revised January 19)

Kingston Frontenac Public Library Board

Wednesday, January 25, 2017 – 4:30 PM

Meeting Rooms A & B, Isabel Turner Branch

1. Call to Order / Regrets

2. Election of Officers (motions)

3. Adoption of the Agenda

4. Disclosure of Conflict of Interest

5. Presentation: Sue Bates, President, Friends of the Kingston Frontenac Public Library

(FOL) to provide an update on their highlights and accomplishments over the past year

6. Adoption of Minutes

6.1. Regular KFPL Board Meeting #2016-10 of December 14, 2016 (attached) (motion)

Consent Agenda

7. Information Items

7.1. Correspondence/Information Received and Sent

7.1.1. From the County of Frontenac, a letter dated December 21, 2016 to advise that

Councillor Ron Vandewal has been appointed as Warden and that Councillor Ron

Higgins has been appointed as Deputy Warden of Frontenac County 2017 term.

7.1.2. From Ralph Gatfield, a message dated January 10, 2017 to inform the Board that

he will be absent for three consecutive months (January to March) (motion to

authorize his absence).

7.1.3. From the Federation of Ontario Public Libraries (FOPL) a letter dated

December 30, 2016 regarding their initiative to ask FOPL member libraries

for a $50 sponsorship of a First Nation library (motion to approve).

8. Monitoring Reports

8.1. Communication and Counsel

8.1.1. Chief Librarian’s Report (report attached)

8.2. Emergency Executive Succession (report attached)

8.3. KFPL Vision 2020 – Action Plans 2017 (from December 2016) (postponed to February)

9. Motion to accept consent agenda (motion)

Action Agenda

10. Business Arising from the Minutes

11. Action Items

11.1. Set Kilometre Rate (report attached) (motion)

11.2. Appointment of Library Board Representative to District 6 of the SOLS Trustee

Council (motion)

11.3. Closed meeting

11.3.1. That the Board move In Camera to consider the following items:

Labour Relations or Employee Negotiations

a) Pay Equity Maintenance - Permanent Non-Union Staff excluding Pages;

b) Ontario Labour Relations Board (OLRB) regarding Pages

Items for Discussion / Exploration – no items this month

Other Business

12. State of the Union (brought forward from the December 2017 meeting)

13. Community Engagement Committee

13.1. Community Engagement Committee Minutes of November 30, and

December 5, 2016 (attached) (motion to receive minutes)

13.2. Report regarding Ownership Linkages (attached) (motion)

14. Central Branch Renovations

14.1. Motion to appoint Claudette Richardson to the Central Branch Renovations

Committee temporarily during R. Gatfield's absence (motion)

14.2. Naming Opportunities (brought forward from September 2016 Board meeting)

(report attached) (motion)

14.3. Donations and Sponsorships (report attached) (motion)

15. Rideau Heights / Kingscourt Update

16. Mountain Grove Update

17. OLA Super Conference – February 1-4, 2017

Adjournment / Next Meetings (to be held in Meeting Rooms A & B, Isabel Turner Branch)

Committee of the Whole Meeting: 4:30 PM, February 8, 2017

Regular Board meeting: 4:30 PM, Wednesday, February 22, 2017

The Kingston Frontenac Public Library exists to offer all people throughout our service area

access to broadly based resources in support of personal enrichment, life long learning, and

community interaction, in person or in virtual space. These services are provided by expending

revenues in a fiscally responsible manner.

Minutes of Regular Meeting #2016-10 of the

Kingston Frontenac Public Library Board

(unconfirmed)

Wednesday, December 14, 2016 – 4:30 PM

Invista Centre, Room A & B (lower level)

Present: Barbara Aitken, Judith Brown, Patricia Enright (Chief Librarian/Chief Executive

Officer), Ralph Gatfield, Annie Peace-Fast (arrived at 4:43 PM), John Purdon (Vice-Chair),

Claudette Richardson (arrived at 4:50 PM, Chair), Monica Stewart, Catherine Tang, Mayor

Ron Vandewal

Staff Present: Andrew Morton (Manager, Facilities), Laura Carter (Director, Branch

Experience), Mary Glenn (Recording Secretary), Shelagh Quigley (Director, Human

Resources) Kimberly Sutherland Mills (Manager, Programming and Outreach), Lester Webb

(Director, Outreach and Technology)

CUPE 2202: Lori O’Connor, President

Regrets: Councillor Jim Neill, Somnath Sinha

1. Call to Order

J. Purdon assumed the position of Chair until C. Richardson arrived at 4:50 PM. He

called the meeting to order at 4:34 PM.

2. Adoption of the Agenda

The agenda was accepted as distributed. The agenda items to be discussed In

Camera were moved to the end of the meeting.

Kingston Frontenac Public Library Board Minutes of Regular Meeting #2016-10 held December 14, 2016 (unconfirmed)

Page 2

3. Disclosure of Conflict of Interest

There were no declarations of conflict of interest.

4. Adoption of Minutes

4.1. Kingston Frontenac Public Library Meeting #2016-09 held

November 23, 2016

2016-72 Gatfield – Tang

That the minutes of Regular Meeting #2016-09 of the Kingston Frontenac Public

Library Board held November 23, 2016 be adopted as circulated.

Carried

Consent Agenda

5. Information Items

5.1. Correspondence / Information Received and Sent – no correspondence to

report on

6. Monitoring Reports

6.1. Communication and Counsel

6.1.1. Chief Librarian’s Report

6.2. KFPL Vision 2020 – Status Report (July – December 2016) (report

attached)

6.3. KFPL Vision 2020 – Action Plans 2017 (postponed to January 2017)

7. Motion to accept consent agenda

2016-73 Purdon - Gatfield

To accept the Consent Agenda, thereby accepting the materials on the consent

agenda.

Carried

Action Agenda


There was no business arising from the minutes.


Page 3

9. Action Items

9.1. Workplace Harassment Policy

S. Quigley reported that the revised policy is a shortened version based on the policy

template provided by the Ministry of Labour. Details previously included in the policy are

now in a separate Workplace Harassment Program document. The Board will continue

to review the policy but will not need to review the Program. A. Peace-Fast arrived at

this time (4:43 PM).

2016-74 Gatfield – Stewart

That the Board approve the revised Workplace Harassment policy

Carried

Items for Discussion / Exploration (postponed to the January meeting)

Other Business

10. State of the Union – Year End Report

This will be deferred to the January 2017 meeting.

11. Community Engagement Committee Update

A. Peace-Fast reported that the Committee has had two meetings since November 2.

She reported that one of the board governance documents entitled Connect: A Guide to

Ownership Linkage was distributed to the Community Engagement Committee and an

excerpted document is included in the board agenda. The article clarifies the Board’s

responsibility to create linkages with the community under the Carver governance model

and has been discussed in detail at the Committee meetings. Ownership linkages (which

is essentially community engagement) is something that the Board could improve upon.

A document (assignment) entitled Where Community Engagement Meets KFPL

Governance Model was distributed. Board members were asked to read the article

regarding ownership linkage and complete the assignment for discussion at the

February 8, 2017 Committee of the Whole meeting.

2016-75 Tang– Gatfield

That the minutes of the Community Engagement Committee meeting held

November 2, 2016 be received.

Carried

C. Richardson arrived at this time (4:50 PM) and assumed the positon of Chair.


Page 4

12. Central Branch Renovations Update

M. Stewart reported that she and P. Enright attended a meeting of the Lions Club of

Kingston to discuss the possibility of them funding a project within the Central Branch

Renovation project.

It was also reported that revisions to the Terms of Reference which are subject to review

every six months were approved at the last Committee meeting. The revisions

acknowledge the fact the Committee falls under the Public Libraries Act because at least

50% of the members on the Committee are also members of the library board. As

stipulated in the Act, Committee meetings are open to the public. The Committee will

move In Camera into a closed meeting when discussing one of the subject matters

designated in the Act.

M. Stewart reported on an issue that may affect the budget and the scope. There are

serious concerns regarding the condition of the brick, particularly one of the colours,

which is spalling. The air space vapour barrier is not in good shape and the insulation

has filled the air space and become wet. It freezes and thaws, creating issues.

Our Project Manager from the City of Kingston is working to obtain estimates for doing

various stages of the brick work. We might be able to do some of the work within the

existing budget but it would leave the contingency short in case of other emergency

unforeseen costs. We are obtaining pricing on various brick replacement scenarios (do

only the most affected part of the building, leaving other parts for later, or do everything

as part of this project).

2016-76 Tang – Purdon

That the Kingston Frontenac Public Library Board receive the Central Branch

Renovation Committee Terms of Reference, as revised.

Carried

13. Rideau Heights / Kingscourt Update

L. Webb reported that construction on the Rideau Heights Community Centre and

Library has started and things seem to be moving along.

14. Mountain Grove Update

It has been reported that the branch will open in January. L. Carter will get the layout

so she can order shelving and furniture.


Page 5

Regarding Parham branch, we are obtaining prices for more lighting for an area that is

dark. We will soon be sending postcards to people in the community encouraging them

to visit their local library.

15. Work Plan 2017

The 2017 Work Plan was received.

16. Ontario Library Association (OLA) Super Conference – February 1-2, 2017

It was reported that there are funds in the budget for two board members to attend.

C. Richardson has been invited to speak at the Ontario Library Board Association

Bootcamp.

9.2 Closed meeting

2016-77 Purdon – Tang

That the Board move In Camera to consider the following items:

a) a personal matter about an identifiable individual (Chief Librarian / CEO

Performance Review)

b) Labour Relations or employee negotiations (Permanent Non-Union Staff

excluding Pages) (5:17 PM).

Carried

Board members only remained in attendance. P. Enright and S. Quigley were called in

to the closed meeting part way through.

2016-83 Purdon – Gatfield

That the Board rise from In Camera (6:30 PM)

Carried

Those who left the meeting during the In Camera session returned to the meeting.

17. Adjournment / Next Meeting

The next regular Board Meeting will be held at 4:30 PM, Wednesday, January 25, 2017, at

Isabel Turner Branch, Meeting Rooms A & B.

There being no further business, the meeting was adjourned at 6:30 PM.

Signatures:

Claudette Richardson, Chair

Mary Glenn, Recording Secretary

Agenda item 8.1.1

2017-01

Monitoring Report to the Board

Accordingly, the Chief Librarian may not:

1. Neglect to submit monitoring data required by the Board (see policy on Monitoring Chief

Librarian Performance) in a timely, accurate and understandable fashion, directly

addressing provisions of the Board policies being monitored.

According to the schedule for submission of monitoring data for Executive Limitations and

Ends, the following report(s) are included:

Emergency Executive Succession

Per Kilometre Rate

2. Let the Board be unaware of relevant trends, significant changes in provincial or

municipal policies, anticipated adverse media coverage, and/or public reaction, material

external and internal changes, particularly changes in the assumptions upon which any

Board policy has previously been established.

2.1 Summit on the Value of Memory Institutions

On December 5 and 6, 2016 Libraries, Archives and Museums came together in Ottawa at a

Summit on the Value of these Memory Institutions organized by the Canadian Museums

Association and Library and Archives Canada. The outcome was the 150+ people there,

representing dozens and dozens of institutions and organizations adopted what was called the

Ottawa Declaration:

Members of the library, archival, and museum communities commit to find new ways of working

together to increase the visibility and impact of memory institutions.

By adopting this Declaration, the communities commit to continually adapt and reinvent our

institutions, and to promote the full value of libraries, archives, and museums to Canadians.

Together, we will:

Increase collaboration between our institutions and our networks at the local and national

levels to catalyze new partnerships that spark creativity and enhance engagement;

Develop innovative programs and services, and adopt technologies that empower us to

engage our publics; and

Enrich and expand access to our collections to ensure that our institutions contribute

significantly to the public good and sustainable development.

2.2 Ministry of Tourism, Culture and Sport Funding Review

S. Abrams, Executive Director of the Federation of Ontario Public Libraries wrote in a

December 13, 2016 email:

The Ministry of Tourism, Culture and Sport released the First Culture Strategy in Ontario in

2016. It contains a large number of recommendations including this specific recommendation:

“Goal 2: Strengthen culture in communities, Strategy 1: Help build strong community-based

culture organizations:

Review and update provincial funding programs for public libraries to build the capacity of

libraries serving rural and remote communities, improve digital services and support

leadership and innovation.”

The Federation of Ontario Public Libraries has been working on our members' and

communities' behalf for a few months meeting with Ministry staff and creating the frameworks

for a healthy and productive discussion with the review team.

There is a Discussion Document created by a strong collaboration within Ontario’s library

community. Represented in this discussion paper were writing and review teams from:

Federation of Ontario Public Libraries (FOPL)

Ontario Library Association (OLA and including its divisions: the Ontario Public Library

Association (OPLA) and the Ontario Library Boards Association (OLBA))

Chief Executives of Large Urban Public Libraries (CELUPL)

Administrators of Medium-sized Public Libraries of Ontario (AMPLO)

Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO)

Canadian Urban Libraries Council (CULC)

In consultation with:

Southern Ontario Library Service (SOLS)

Ontario Library Service – North (OLS-North)

The goal of our sector is to speak with one voice about our recommendations as a public library

community. We support ongoing consultation and engagement with the public library

community and municipalities. And, of course, we also support modernized, increased and

equitable funding for public libraries.

This discussion paper presents principles for consideration and discussion in response to the

recommendation in The Ontario Culture Strategy - Telling our stories, growing our economy

(2016).

At this point we are not taking strong positions but engaging in good discussion as well as

research tasks to present our community well. The time-frame for this funding review is likely

18-24 months and may have an impact in the 2018 provincial budget although there are no

guarantees.

We expect to confirm a public forum about the funding review at OLA Super Conference on the

afternoon of Wednesday Feb. 1, 2017. We highly recommend your attendance and that you

bring short, positive stories and proofs of your library's impact on your community aligned with

the provincial goals and priorities.

The discussion paper may be found at the link below:

http://fopl.ca/wp-content/uploads/2016/12/CultureStrategyFundingReview-V11.pdf

3. Fail to advise the Board if, in the Chief Librarian's opinion, the Board is not in

compliance with its own policies on Governance Process and Board-Staff Relationship,

particularly in the case of Board behaviour which is detrimental to the work relationship

between the Board and the Chief Librarian.

To my knowledge, the board is in compliance with its policies.

4. Fail to marshal for the Board as many staff and external points of view, issues and

options as needed for fully informed Board choices.

Staff and external points of view are provided as needed.

5. Present information in unnecessarily complex or lengthy form or in a form that fails to

differentiate among information of three types; monitoring, decision-preparation or

other.

Every effort is made to keep reports brief and to the point.

6. Fail to provide a mechanism for official Board, officer or committee communications.

Mechanisms are provided for these purposes, including the board portal.

7. Fail to deal with the Board as a whole except when (a) fulfilling individual requests for

information or (b) responding to officers or committees duly charged by the Board.

My dealings have either been with the Board as a whole or with the chair on matters within

her jurisdiction.

8. Fail to report in a timely manner an actual or anticipated non-compliance with any policy

of the Board.

Compliance is anticipated in all areas.

9. Fail to supply for the consent agenda all items delegated to the Chief Librarian, yet

required by law or contract to be board-approved, along with the monitoring assurance

pertaining thereto.

All such items appear on this month’s agenda.



I hereby present my monitoring report on Executive Limitations L-9: Communication and

Counsel according to the schedule set out. I certify that the information contained in this report

is true and represents compliance with a reasonable interpretation of all aspects of the policy

unless stated otherwise.

Signed: Original signed copy on file Date:

Patricia Enright, CEO/Chief Librarian

MEETINGS, CONFERENCES, ETC

Date Meeting

December 7, 2016 Friends of the Library

December 14, 2016 A. Peace-Fast, Community Engagement

December 15, 2016 Pittsburgh Community Benefit Fund: Councilor R. Allen; A. Milliken

December 16, 2016 Central Branch Renovation Committee

December 19, 2016 Rideau Heights Community Centre Branch: L. Follwell; S. Penton

January 4, 2017 Central Renovation: Municipal Accessibility Advisory Committee

January 6, 2017 Central Branch Renovation Committee

January 9, 2016 S. Bates, President, Friends of the Library

January 12, 2017 Friends of the Library

Incident Reports (January 2017 Board Agenda)

Incident # Title Branch Date

26433 Alcohol – empty bottle found Calvin Park 11/30/2016

26493 Alcohol – empty bottles found Calvin Park 12/12/2016

26548 Alcohol – empty bottles found Calvin Park 12/19/2016

26623 Alcohol – empty cans found Isabel Turner 12/30/2016

26613 Behaviour – person on phone requesting patron information Calvin Park 12/28/2016

26649 Behaviour - Suspected prank phone call (claiming to be a

Kingston Police Dispatch call )

Wellington 01/03/2017

26431 Behaviour – threatening Calvin Park 11/29/2016

26647 Behaviour - Upset Patron Isabel Turner 01/03/2017

26715 Behaviour – verbally abusive patron Isabel Turner 01/10/2017

26418 Breach of Ban Central 11/26/2016

26672 Breach of probation Isabel Turner 01/07/2017

26705 Dog brought into Library Wellington 01/10/2017

26650 Drug use on premises Isabel Turner 01/03/2017

26727 Facilities - Covered Needle Found Calvin Park 01/12/2017

26577 Facilities – gate left unlocked Sydenham 12/22/2016

26540 Facilities – snow removal issues Calvin Park 12/18/2016

26616 Facilities – Squirrel in branch Pittsburgh 12/29/2016

26457 Facilities and Medical – icy pavement and fall Calvin Park 12/06/2016

26478 Facilities and Medical – icy pavement and injury Isabel Turner 12/10/2016

26460 Item found in washroom (BBQ fork) Wellington 12/02/2016

26448 Medical – 9-1-1 called Isabel Turner 12/02/2016

26586 Theft – Library Materials Calvin Park 12/23/2016

26495 Theft – stolen bicycle Calvin Park 12/10/2016

https://staff.kfpl.ca/node/26493















Kingston Frontenac Public Library

Key Activities – January 2017 (includes December 2016)

Programming & Outreach Highlights

In the Library

The Anne Frank: A History for Today exhibition closed on Saturday, November 26, having

welcomed 4,807 people through class tours, public viewings and special events. Many

thanks to Jochebed Katan, a member of our community who connected us with the museum

and gathered donors to support the exhibit, to Lisa Cassidy who coordinated volunteer tour

guides and school bookings, and to the many members of our community who volunteered

their time to welcome and guide visitors.

We will partner with the Chinese-Canadian Association of Kingston and District this month to

offer two Chinese New Year programs in advance of the holiday. The program for adults will

highlight traditional customs including brush-painting and calligraphy, and the children’s

program will include traditional music, stories and crafts.

Our Central Branch closed on Saturday, November 26, with “Close the Branch, Dance”, a

DJ’d dance party. Mark Gerretsen, Sophie Kiwala, and Jim Neill represented all the levels of

government on this occasion.

Outside our walls

We joined the community at the Winterlight festival at MacLachlan Woodworking Museum

(100 visitors), ran a stress-busting LEGO program for Queen’s students on campus (26) and

set up a mobile library at the matinee performance of the Nutcracker ballet at the Grand

Theatre in December.

We received a heartwarming story from one of our StoryMe patrons just before the holidays.

We had interviewed her in 2013 and posted her story online. In December, her long-lost

brother found the interview in the Internet Archive and reached out in the comments. We

passed along his message to her and received this reply: “Your StoryMe program has

changed my life....it has reconnected my brother and I; something I never expected to

happen. Thank you for letting me know, and for passing on the message. I am in a profound

state of grateful shock. With heartfelt gratitude to you, and for your wonderful program.”

L. Webb is meeting with Terry Snider from Joe’s Music Instrument Lending Library (MILL)

about working together on a solution to assist them in lending their instruments.

KFPL Key Activities – January 2017 Page 2

Services and Collections Highlights

Branch Operations staff participated in a social media campaign running for the last two

weeks of January. Staff volunteered to have their photos taken with their favourite collection

items from 2016.

In the Library – Staff

Wesley Bridges returned from his leave in mid-January and his role as the Central Branch

Supervisor. Many thanks to Lori O’Connor who stepped into the role and helped immensely

with the Central Branch closure and move and setting up the Wellington Storefront. Lori will

return to her Library Technician position in the Technical Service department.

Many thanks to Sarah Gallagher who took on Lori’s role, working on database projects such

as the Central Information Kiosk, Digital Kingston and the new phone system.

Staff from different areas of the library participated in cybersecurity training which can be

used to develop training sessions for patrons or in everyday reference experiences.

Branch Supervisors will be visiting rural branches twice in 2016 to touch base with staff and

evaluate the needs of the branches.

Digital

We’ve started putting stickers on print magazines that we also subscribe to online through

Zinio for Libraries, hoping to get more users for this great digital resource.

Facilities

The Pittsburgh Branch Roof Replacement project was completed.

The relocation of Central Branch collection and office contents to St. Remy was completed.

A temporary Satellite Library Branch was opened at Wellington Street.

The sale of surplus equipment was conducted, and is continuing through GovDeals.ca.

Seven companies were pre-qualified for the construction tender for the Central Branch

Renovation Project. Estimated Request for Tender date is late January.

Reviewed 50% and 90% Construction Documents for Request for Tender for the Central

Renovation Project.

Continued collaboration with the City of Kingston staff to keep the Central Branch Renovation

Project on time and on budget.

Agenda item 7.2

January 2017

Monitoring Report to the Board

Executive Limitations Policy L-6: Emergency Executive Succession

In order to protect the Board from sudden loss of chief executive services, the Chief

Librarian / CEO may not have fewer than one other executive familiar with Board and

Chief Librarian / CEO issues and processes.

Chief Librarian/CEO Interpretation:

I interpret this to mean that a minimum of one senior manager will have an essential

understanding of the organization’s operating principles, policies and procedures such

that they would be able to maintain a competent delivery of library services without loss

of public reputation or financial loss during the absence of the Chief Librarian.

Evidence:

The Director of Outreach and Technology with the support of the Directors of Branch

Experience and Human Resources, Manager of Facilities, the Budget and Human

Resources Analyst and the Administrative Assistant is fully capable of fulfilling the duties

of the office. He has spent time deputizing for the Chief Librarian / CEO during her

absences.

The Directors of Human Resources and Branch Experience with the support of the

Managers of Programming and Outreach and of Branch Operations, Administrative

Assistant and Budget and Human Resources Analyst would be able to maintain a

competent delivery of library services during the absence of the Chief Librarian and

Director of Outreach and Technology. They have spent timing deputizing for the Chief

Librarian/CEO during her absences.

2017 January-April S. Quigley May-August L. Webb September-December L. Carter

I report compliance.

I hereby present my monitoring report on Executive Limitations Policy L-6: Emergency

Executive Succession. I certify that the information contained in this report is true.

Original signed copy on file Date: January 2017

Patricia Enright, CEO/Chief Librarian

Agenda item 10.2

2017-01

Report to the Board

Subject: Per Kilometre Rate

Date: January 25, 2017

Prepared by: P. Enright, Chief Librarian/CEO

Background:

Article 24.07 of the agreement with CUPE 2202 states “the Employer agrees to

reimburse each employee at the per kilometre rate established by the Board for each

kilometre driven in an employee-supplied vehicle on authorized Employer business”.

The Library Board reviewed the rate at the January 20, 2016 meeting and approved the

per kilometre rate at $0.48 for 2016, and recommended that the rate be reviewed in

January 2017.

Analysis:

The City of Kingston’s 2017 rate is $0.49 per kilometre.

The County of Frontenac uses the annual Canada Revenue Agency vehicle rates to

calculate travel expense. The automobile allowance rates for 2016 was $.54 per

kilometre for the first 5,000 kilometres driven and $.48 per kilometre driven after that.

The 2017 rate has not been posted.

Recommendations:

That the Board establish the per kilometre rate at $.49 for 2017 and that the rate be

reviewed in January 2018.

Minutes of Community Engagement Committee

Meeting held Wednesday, November 30, 2016 – 5:00 PM

Loyalist Room, Kingston City Hall

Committee Members Present: Annie Peace-Fast (Chair), Julia Bryan, Jane Neil, Councillor

Jim Neill, Claudette Richardson, Somnath Sinha, Monica Stewart; Patricia Enright (Chief

Librarian/Chief Executive Officer, ex-officio, non-voting member

Others Present: Mary Glenn (Recording Secretary); Emma Sobel (Queen’s) by invitation;

one member of the public

1. Welcome

A. Peace-Fast welcomed all to the meeting.

2. Approval of Agenda

The meeting was called to order at 5:00 PM. The agenda was approved as distributed.

3. Approval of Minutes of Meeting held November 2, 2016

It was moved by Jim Neill, seconded by C. Richardson and carried that the minutes of the

November 2, 2016 meeting be approved with a few minor corrections. The corrected version

will be posted on the library website and board portal.

4. Report on meeting with CEO

A. Peace-Fast met with P. Enright to discuss ways to make this process fit the library and

has made a few revisions. She reported that there is still more work to be done on the

impact and complexity matrices. She and P. Enright talked about going forward and the

kinds of difficulties that could be encountered. She will be meeting with senior staff in mid-

December to discuss this with them and ask for suggestions. This ties into agenda item #6

because staff will be impacted.

Kingston Frontenac Public Library Board Community Engagement Committee meeting held November 30, 2016

Page 2

5. Board-Community linkages

Excerpts from the document Connect! A Guide to Ownership Linkage was sent to the

Committee prior to the meeting to help the Committee understand how to make a

connection between the Board’s Carver Policy Model and Community Engagement.

M. Stewart explained that essentially under Carver Governance community engagement is

called Ownership Linkage and is one of the three key jobs of the Board and seen as a vital

part of the Board’s responsibility. The document talks about ownership linkage techniques

and explains that it is an ongoing process and is circuitous (page 41). The author of the

document pointed out that it is not a fast process but something that you need to start and

as you go around you will get better at it.

One of the key things is to relate back to the Ends that the Board has identified, and include

regular feedback on the Ends from the ownership which M. Stewart understands to be the

public at large. The library board has a responsibility to be accountable to the public at large

and needs a public process for input. The process needs to be balanced and we have to

make an effort to hear from all sides which is not always easy. The article talks about the

“unheard voice” and it is important to hear from all sides of the spectrum.

The Board’s role is to focus on the Ends and to bring balanced feedback from the public at

large on the Ends. The article also says that the Board has be careful not to be caught in a

situation of board decision-making that is already delegated to the CEO. M. Stewart said

that after reading the article, it changes the perspective. The Board needs to set up a

process and take a more active role.

Jim Neill reiterated that it is the Board who is responsible for ownership linkages. He

reported that staff have brought this up to the Board; however, the Board has not been as

active as it should have been.

There was discussion regarding who the owners are. This is stated in the KFPL Ends

statement (which is included in the Committee’s Values and Principles statement) and goes

beyond stakeholders. KFPL Ends Statement: The Kingston Frontenac Public Library exists

to offer all people throughout our service area access to broadly based resources in

support of personal enrichment, lifelong learning, and community interaction, in person or in

virtual space. These services are provided by expending revenues in a fiscally responsible

manner.

It was moved by Jim Neill, seconded by M. Stewart and carried that:

That the Community Engagement policy and process (once developed) be included

in the Board Orientation package and become a part of Board orientation, and that

the policy and process also be included in the Legacy Document.


Page 3

A. Peace-Fast reported that currently, board policies are reviewed at least once per 4-year

term with some policies scheduled for review more frequently. Because this is a new

process, she would like to see it reviewed yearly for the first three years. It may not need

yearly review once the process has been in place and the next Board can then make a

decision on the frequency.

It was moved by C. Richardson, seconded by J. Neill and carried that:

That the Community Engagement policy and process (once developed) be scheduled

for yearly review during the first 3 years.

6. Planning stakeholder engagement for this policy

A. Peace-Fast reported that she combined the first two pieces of the engagement

assessment tool and has come up with a draft. She combined some things, moved some

sections, and removed duplication to make it easier to use. She asked committee members

to let her know if anything seems to be missing. The draft Overview of the KFPL

Consultation Toolkit process for determining level of public consultation document was also

discussed. There was discussion regarding the five different steps and who would be

responsible for them.

There was discussion regarding the draft Public Engagement Spectrum Chart which won’t

be part of the tool kit but would be part of the presentation to the Board. A. Peace-Fast said

that we will also need to include in the package the structure of the library and the Board

and responsibilities. Some activities would go to senior staff, some to the CEO, and some to

the Board. We are not losing that step; it will be in a different place. The cost is something

else that will need to be considered when deciding who does what. The Board also needs to

be mindful not to make a decision on something delegated to the CEO.

The Board Governance process was discussed. It is the Board’s responsibility to broadly

consult with the ownership. Jim Neill said that the Board has one employee which is the

CEO and when the Board sets up policy expectations for staff, it is delegated to the CEO.

When the CEO reports on a policy, it comes back to the Board as a report.

A. Peace-Fast believes there has to be responsibility for staff as well. From this document,

Jane Neil sees it as board responsibility only which becomes of value to the whole system.

Once you have public engagement and people give feedback, some become operational,

some the CEO will take on, and some the Board will take on. J. Bryan believes that there is

still a gap in the language. She believes that the CEO’s job is to interpret what the best

practices for policies are and to execute that based on the board policy framework.

Jim Neill reported that at City Hall, when a policy goes to council there is a checklist to

indicate which departments have looked at it. M. Stewart felt that this would give the Board

a better sense of whether it fits with the Board perspective on the Ends. What she hopes to


Page 4

get out of this is that the Board will become more aware of the ownership on an ongoing

basis. It will take a little time.

The Committee liked the idea of having a checklist to indicate who has looked at the policy

before the policy goes to the Board.

P. Enright said that she is glad to see the Board commit to work on ownership linkages and

that it would be good to codify for staff the procedure and protocols.

Jim Neill said that he feels confident in the process, and others on the committee said that

they felt that the Committee is on track.

J. Bryan would like to see the commitment to consultation embedded in the Board

statements (Values, Ends, governance documents). C. Richardson suggested this could go

to the Board as a recommendation from this Committee.

S. Sinha said that there will be a culture change and that the Board has to make a

commitment to be more visible – meet at different branches, get out into the community and

attend library and community events – become more engaged. Jim Neill reported that the

Board Chair already does this but that more board members need to be engaged.


7.1. Reports on revisions to toolkit

This was discussed earlier.

8. Next Steps

A. Peace-Fast asked the Committee to go through the exercise using the new draft

document for the Community Engagement policy and bring the results to the meeting for

discussion next week so the Committee can see how the tool works.

9. Other Business

There was no other business.

10. Adjournment

It was moved by S. Sinha to adjourn at 6:02 PM.

11. Next Meetings

Wednesday, December 5, 2017 at 5 PM, Loyalist Room, City Hall

Wednesday, January 18, 2017 at 5 PM, location to be determined

Minutes of Community Engagement Committee

Meeting held Wednesday, December 5, 2016 – 5:00 PM

Loyalist Room, Kingston City Hall

Committee Members Present: Annie Peace-Fast (Chair), Julia Bryan, Jane Neil, Councillor

Jim Neill, Claudette Richardson, Monica Stewart; Patricia Enright (Chief Librarian/Chief

Executive Officer, ex-officio, non-voting member); Mary Glenn (Recording Secretary)

Regrets: Somnath Sinha

Others Present: Mary Glenn (Recording Secretary); Emma Sobel (Queen’s) by invitation

1. Welcome

A. Peace-Fast welcomed all to the meeting.

2. Approval of Agenda

The meeting was called to order at 5:00 PM. A. Peace-Fast made a few revisions to the

Public Engagement Spectrum which she would like to discuss under agenda item #6. The

agenda was approved.

3. Approval of Minutes of Meeting held November 30, 2016

The minutes of November 30 will be brought forward to the next meeting for approval.

4. Engagement Assessment Tool – evaluate and discuss results of use

5. Discussion of “Connect: A Guide to Ownership Linkages” article re Board-

Community linkages

6. Revision of overview document and the “Who” and Public Engagement

Spectrum

Committee members had been asked to go through the exercise with the Community

Engagement process in order to see what changes might be needed. Committee members

reviewed their results. It was acknowledged that there would be different results depending

on who was completing the exercise i.e. if it were from the point of view of the staff and or

that of the community.

Kingston Frontenac Public Library Board Community Engagement Committee meeting held December 5, 2016

Page 2

M. Stewart misunderstood and applied the exercise to the Code of Conduct policy and came

up with a draft vision statement for the Code of Conduct. Committee members commented

positively about the draft vision statement and suggested this be kept in mind for when the

Code of Conduct policy is reviewed. There was further discussion regarding the

assessment tool, and it was acknowledged that there will be times that you may not know

there will be political sensitivity.

J. Bryan felt that a couple of things got lost in the most recent version of the Community

Assessment Tool Checklist which was condensed to make it easy to use. She would also

like to see more descriptive language and details. She suggested we have a more robust

framework and believes that sometimes you need to ask the same question 3 or 4 different

ways. E. Sobel said that having a more detailed questionnaire will force you to take pause

and if you don’t know the answer you will go and find out.

Jim Neill suggested that, although this would not apply to every policy, there should be room

for it to be broader. For example, when getting staff input staff who work at urban branches

will have different issues from staff who work at rural libraries and we need to get that

perspective.

J. Bryan sees value in reaching out to different groups and getting more representation. For

example, when reviewing the accessibility policy, the Board may want to invite someone to

provide that input.

J. Bryan suggested that it would be helpful to have a more detailed and descriptive

engagement assessment tool to give more clarity, at least for the first few years it is put into

practice. A. Peace-Fast agreed and felt that in the long term we want to make this simple,

but having more descriptive language when first putting this into practice would be helpful.

The Board can always make revisions when it is up for annual review.

There was lengthy discussion. There may be times that a decision is made because of

legislation where we would not ask for input but would still involve engagement. The

engagement would not be for decision-making but to inform and for transparency. It was

suggested this be clearly stated in the assessment tool. It was also mentioned that this

process may provide an opportunity to engage an audience that we haven’t successfully

engaged before.

We want to make sure we throw out a wider net. For example, regarding the Code of

Conduct, we heard from people who use the library but we also want to hear from people

who may not come to the library because they feel threatened and have had an unfortunate

experience. We always have to look at the balance.


Page 3

Committee members felt that the need to always be looking at the complex ownership and

providing examples is well spelled out in the linkages. Because we want this to be part of

the culture of this Board, the committee suggested that some of the language be included in

the document in the preamble, together with the Ends statement.

The committee reviewed the list of 11 questions from the earlier document and agreed to

put some of the questions and more detail back in to the Engagement Assessment Tool.

The revised document will be brought to the next meeting.

It was pointed out that it is up to staff and not the board to determine initiatives such as

programs. However, something that would affect the entire system such as library openings

and closings would involve the Board. There should be a mechanism for issues to find a

way up to the Board so the Board is aware.

Jane Neil believes that there will be two areas: Operations, and the Board; and it will need

to be determined which it is. In addition, the Board has to get into the culture of ownership

and being out there.

It was reported that under the Carver governance model: With respect to providing

information and counsel to the Board, the Chief Librarian may not permit the Board to be

uninformed. Currently, the CEO reports on a monthly basis (Communication and Counsel

report).

J. Bryan said that what we want to do is codify essentially what is best practice and allow

the CEO to do her job as long as it is within the Limitations and meets the Ends.

P. Enright reported that the library has been doing things to get input from the public. For

example, when we redesigned our website we conducted user studies and had people test

it. However, she believes it’s important to codify the process.

There was discussion on how the response matrix works in at the end and at what level

things should go to the CEO and not involve the Board.

Jim Neill suggested the CEO continue to do what she has been doing in terms of bringing

policies to the board as scheduled for review, but with an additional paragraph to state that

the matrix was applied to the policy recognizing that we now have a policy.

It was suggested that the titles and names in the Public Engagement Spectrum document

be revised to make the language more library-specific and to state whether it will be a Board

responsibility. Everything high impact would go to the Board, but then there will be a

question of which other policies would go to the Board. There was the example given of the

needle disposals which were installed, and although consultation was not required (because

of health and safety concerns and legislation) the Board needed to be made aware. J.

Bryan, who drafted this document together with E. Sobel, is concerned that the engagement


Page 4

level assignments listed on the spectrum document may not work and suggested the

Committee consider this.

The process will evolve as staff use it, and community members on the committee said that

there will still be times that there will be surprises. Jane Neil said that you become trusting

of the process.

It was acknowledged that the library is a complex space. There is a diverse group of library

users and the library serves different people. Most often it is the same group of people who

go to public meetings and speak. We need to find a way to engage people who may not

come to public meetings, and need to provide an opportunity for public feedback from those

not comfortable speaking at public meetings.

Jane Neil felt that the Board Ownership Linkages is pro-active but what is missing is a plan

for linkages. M. Stewart agreed and would like to see the Board work on a plan for linkages

so there is ongoing engagement of the ownership, not only to address a particular issue but

in general to build trust.

As requested, M. Stewart will prepare a draft preamble for the policy to include Ownership

Linkages and the Ends.

It will be recommended that the Board come up with a linkages plan, which is the

responsibility of the Board and not this committee.

The remaining items on the agenda will be discussed at the next meeting.

7. Motions relating to any of the above

8. Next Steps

9. Other Business: KFPL Board Carver Governance Model 2015-2018

10. Adjournment

It was moved by Jim Neill to adjourn at 6:30 PM

11. Next Meeting

Wednesday, January 18, 2017 at 5 PM (waiting for confirmation regarding location)

KFPL Report to the Board

Subject: Ownership Linkages and Recommendations


Prepared by: KFPL Community Engagement (ad hoc) committee

Introduction

In the Spring of 2016, KFPL’s Board of Directors approved a revised Code of Conduct and

listened to the community response to this decision. It became clear that we needed to make

our responsibility for being proactive in creating linkages with the community and engaging the

community in our decision-making a higher priority.

The consequences of not consistently consulting on projects that have significant community

impact have led to:

Damaged relationship between community stakeholders and the Library;

Lowering of staff morale;

Decisions that inadvertently exclude people;

Unexpected costs or delays;

An erosion of public trust in the Library, its programs and its staff.

Reflecting the Board’s commitment to increasing public engagement in its decision-making

process, the consultation regarding the Code of Conduct was delayed in order to examine and

plan for community engagement and linkages in a broader way. An Ad hoc Community

Engagement committee was established in May, 2016, consisting of five Library board

members and two community members chosen through an open application process. This

committee has worked hard through the summer and fall to articulate the values on which the

process will be based and to develop a process for engagement and to adapt and develop

supporting tools and documents.

Jannice Moore’s 2008 paper, “Connect!: A Guide to Ownership Linkage” proved to be a

crucial resource and with permission we are able to use resources from the City of Kingston,

The City of Calgary and the International Association for Public Participation. Emma Sobel

from Queen’s University’s Organizational Development Specialist from the Human Resources

Department shared her expertise and her time. KFPL‘s CEO and senior staff provided

resources, feedback and suggestions to help the committee adapt these resources to fit the

Library board’s governance commitments.

Ownership Linkage

It is clear that under KFPL’s board governance model, the Board is responsible to “maintain

links with the broader Library community”. Jannice Moore points out that “Ownership linkage is

a vital part of the board’s responsibility...It is a ‘hands on’ job of the board, one that cannot be

delegated to staff.” Owners are defined by Jannice Moore as the group on whose behalf the

board governs. For KFPL this is “all people through our service area Kingston Frontenac” as

per the Ends statement. She further states that “[while] it may be tempting for a board to

believe it already knows what [the community] thinks” – after all board members are appointed

to represent our communities – “a board needs to engage with the owners to really understand

their values in order to govern well on their behalf.”

Recommendation

Therefore, we recommend that the Board develop an ownership linkage plan over three years

to develop the needed skills for developing linkages and to establish routine linkage activities

and accountability reporting. Defining the “ownership” groups and learning to ask the right

questions will be crucial skills to develop.

Appropriate resources may be required.

A Community Engagement policy is forthcoming.


Subject: Central Branch Renovation Project – Naming/Renaming



Background:

The Kingston Frontenac Public Library Board’s Naming policy states that the Board has

ultimate responsibility for the naming of branches, rooms/service areas, programs and

collections, furniture and other nameable items as deemed appropriate, including the terms

and conditions, regardless of whether the naming opportunity is as a result of a sponsorship,

donation or to recognize an individual who has made an outstanding contribution to the Library.

No commitment regarding naming will be made to an individual or group prior to the

approval of the related proposal for naming by the Kingston Frontenac Public Library Board.

The community engagement strategies (currently under development) may be applicable to the

naming opportunities, and that such strategies be used as the Library Board proceeds with

decision-making regarding details of honouring individuals whose names are currently

attached to the existing rooms in the Central Branch as well as new naming opportunities that

may arise as a result of the extensive renovations.

Analysis:

The Central Branch’s meeting and programming rooms had been named after long-serving

Board members, Chief Librarians and a donor (Appendix A). In 1978 the Library Board

contacted the honourees or a family member to ask permission to name a room in the newly

built facility. At the March 28 1978 meeting of the Kingston Public Library Board, it was

reported that the honourees or a family member had agreed to the naming of the meeting

rooms. There were no descendants of G. Y. Chown available for consultation in Kingston at

the time. The de St. Remy room was named in 1995 with the permission of a family member.

There were no formal agreements between the Library Board and honourees or family

members outlining timelines or what would happen if the rooms were redeveloped or re-

purposed.

The Naming policy states that proposals to rename any Library branch, room, program or

collection will adhere to the naming criteria. In addition, the following will apply:

New naming opportunities may arise when a branch or area within a branch is

redeveloped or renovated and will be utilized for a different purpose.

Renaming would be dependent on the nature of the conditions contained in the previous

naming opportunity agreement.

Appropriate recognition of previous donors or honourees may be included in the new or

renovated facility.

When renaming does occur, all reasonable effort will be made to inform, in advance, the

original donor/sponsor or honouree.

The existing honourees may be acknowledged by continuing to use the existing name (e.g.

Wilson Room), by naming another space for those named spaces being re-purposed or

redeveloped or by creating a plaque or display commemorating their contribution to the library.

Recommendations:

That the community engagement strategies (currently under development) may be applicable

to the naming opportunities, and that such strategies be used as the Library Board proceeds

with decision-making regarding details of honouring individuals whose names are currently

attached to the existing rooms in the Central Branch as well as new naming opportunities that

may arise as a result of the extensive renovations.

Appendix A

Room Current use Honouree Proposed use

Wilson Multi-purpose

meeting,

programming,

recital space

Verna Wilson

43 years of service

Chief Librarian (1963-1977)

No changes to

space/function

de St Remy Office

space/storage

space

Mac de St Remy

Board member /Chair of Central Library Building Committee

de St.

Remy/Chown/Boucher to

become 2 meeting rooms

Boucher Meeting room Dr. Thelma Boucher

Board member (1939-1963)

Chown Meeting room George Young Chown

Donated building/land for library on Bagot Street

Kennedy Children's/Teen

programming

space

Aimée Kennedy

Chief Librarian (1910-1950)

Special collections/local

history

Delahaye Meeting room Dr. John Delahaye

Board member (1936-1966)

Office/storage

space/meeting space


Subject: Central Branch Renovation Project – Donations and Sponsorships



Background:

The Kingston Frontenac Public Library’s Gifts, Donations and Planned Giving policy

acknowledges the importance of gifts and donations to provide enhancements to the existing

programs and services available at the Kingston Frontenac Public Library and capital

enhancements which support the Library’s mission and objectives.

Acceptance of any gift contribution which involves a proposal to name is conditional upon

final approval of the naming by the Board as per the Board’s Naming policy

The Kingston Frontenac Public Library Board’s Naming policy states that the Board has

ultimate responsibility for the naming of branches, rooms/service areas, programs and

collections, furniture and other nameable items as deemed appropriate, including the terms

and conditions, regardless of whether the naming opportunity is as a result of a sponsorship,

donation or to recognize an individual who has made an outstanding contribution to the

Library.

No commitment regarding naming will be made to an individual or group prior to the approval

of the related proposal for naming by the Kingston Frontenac Public Library Board.

Because some of the existing named rooms in the Central Branch will be redeveloped and

other areas have not been named, it is an opportunity to provide naming opportunities either

through donation, sponsorship or through commemoration.

Analysis:

The Naming policy states that the Library will consider naming branches, rooms/service

areas, programs or collections, furniture and other nameable items as deemed appropriate,

after the donor/sponsor including the terms and conditions, regardless of whether the

naming opportunity is as a result of sponsorship, donation or to recognize an individual,

organization or corporation that has made an outstanding contribution to the Library.

The gift shall constitute a significant portion of the total cost of the branch,

room/service area, program or collection, furniture and other nameable items as

deemed appropriate, to be named – either funding the total cost of the project, or

providing a substantial proportion of the required funding of the project.

A naming schedule will be developed to identify naming opportunities with gift levels

specific to capital projects (Appendix A).

In the case of an existing branch, room/service area, collection or program, furniture

and other nameable items as deemed appropriate, to which a naming opportunity is

applied, the associated gift shall be commensurate with the market value of the

opportunity.

Dicketts’ Donation

On June 3, 2013 the Library received a donation in memory of Michael Dicketts. The

donation of $50,000 was given as an undesignated gift. The KFPL Gift and donation policy

states that undesignated gifts shall be used for such purposes as the Library judges will best

advance its mission and priorities. The same policy states that acceptance of any gift

contribution which involves a proposal to name is conditional upon final approval of the

naming by the Board.

The Library Board approved at the September 25, 2013 meeting the following motion: That

the donation be used to upgrade an area of the Central Library and that the Library Board

acknowledge the gift by naming the area in memory of Mr. Dicketts (Motion 13-42).

It is recommended that the Adult Non-Fiction area be named to acknowledge the donation

and him for a period of ten years. The Chief Librarian/CEO notify the donor of the Board’s

decision.

Recommendations:

That the Adult Non-fiction area in the redeveloped Central Branch be named to

commemorate Mr. Dicketts and to acknowledge the donation for a period of ten years.

That the Library Board accept the donations/sponsorship and naming schedule (Appendix A).

Appendix A

Donation/Sponsorship and Naming Schedule-Central Branch

Room/Area Location Donation/

Sponsorship Existing Timelines

Marketplace 1st $25,000 10 years

Teen 1st $25,000 10 years

Children's 1st $100,000 10 years

Adult Fiction 1st $25,000 10 years

Adult Magazine 1st $10,000 10 years

Program Room /Makerspace 1st $25,000 10 years

Adult Non-fiction 2nd $50,000 10 years

Special Collections/Local History 2nd $25,000 Kennedy 10 years

Meeting Room #1 2nd $50,000 Wilson 10 years

Meeting Room #2 2nd $20,000 Foyer 10 years

Meeting Room #3 2nd $10,000 Boucher 10 years

Meeting Room #4 2nd $10,000 Chown 10 years

Lounge Area 2nd $5,000 10 years

Study room #1 2nd $5,000 10 years

Study room #2 2nd $5,000 10 years

Last review December 14, 2016

Kingston Frontenac Public Library Board OPERATIONAL POLICIES

POLICY TYPE Name Last review Next review Frequency Legislative Authority

Community Perspective Collection development 2016 February 2017 February Annual

Community Perspective Internet Access, Public (includes internet filtering)

2016 February 2020 February Year 2 of term

Community Perspective Patron Code of Conduct 2016 February policy to be reconsidered

2020 February Year 2 of term Public Libraries Act R.S.O. 1990 c. P. 44 23(4)

Community Perspective Access to Information and Protection of Privacy (title revision, was Patron privacy)

2016 October 2020 October Year 2 of term Municipal Freedom of Information and Protection of Privacy Act, R.R.O. 1990, c. M. 56 (MFIPPA).

Community Perspective

Use of library space for art exhibits

2013 November 2017 October Year 3 of term

Video surveillance 2014 October 2014 May

2018 May Year 4 of term Municipal Freedom of Information and Protection of Privacy Act, R.R.O. 1990, c. M. 56 (MFIPPA).

Organizational Readiness Anti-nepotism 2014 May 2017 May Year 3 of term Municipal Act, 2001, S.O. 2001 c. 25 270(2)

Organizational Readiness Criminal Record Checks 2014 May 2017 May Year 3 of term

Organizational Readiness Occupational Health and Safety

2016 June 2017 May Annual by H & S committee

Occupational Health and Safety Act, R.S. O. 1990 c. O.1 Part III,25(2)(j)

Organizational Readiness Standards of conduct for KFPL employees

2014 May 2017 May Year 3 of term

Organizational Readiness Volunteer policy 2014 June 2017 May Year 3 of term

Organizational Readiness Workplace harassment 2016 June 2016 December (legislative changes)

2017 May Annual by H & S committee

Occupational Health and Safety Act, R.S.O. 1990 c. O. 1 Part III.0I, 32.01 (1)

Organizational Readiness Workplace violence (prevention)

2016 June 2017 May Annual by H & S committee

Occupational Health and Safety Act, R.S.O. 1990 c. O. 1 Part III.0I, 32.01 (1)

Organizational Readiness Records Management 2016 October 2020 October Year 2 of term

Financial Gifts, Donations and Planned Giving

2016 October 2020 October Year 2 of term

Financial Naming 2014 September 2018 October Year 4 of term

Financial Meeting room 2014 October 2017 October Year 3 of term

Financial Planned giving 2016 October 2020 October Year 2 of term

Financial Procurement of goods & services

2011 October 2018 May Year 4 of term Municipal Act, 2001, S.O. 2001 c. 25 270(2)

Financial Sponsorships 2015 October 2019 October Year 1 of term


MEANS POLICIES

POLICY TYPE Name Last review Next review Frequency Legislative Authority

Core values Accessibility for users with disabilities

2016 October 2017 October Annual O. Reg 191/11 s. 3(2) under Accessibility for Ontarians with Disabilities Act,


GOVERNANCE (Carver)

POLICY Name Last Review Next Review Frequency

Executive Limitations

L-1 General Executive Constraint 2015 October 2019 October Minimum once per term

L-2 Staff Relations and Volunteers 2015 October 2019 October Minimum once per term

L-3 Treatment of public 2015 October 2019 October Minimum once per term

L-4 Financial planning/budgeting 2015 October 2019 October Minimum once per term

L-5 Financial Condition 2015 October 2019 October Minimum once per term

L-6 Emergency executive succession 2015 October 2019 October Minimum once per term

L-7 Asset protection 2015 October 2019 October Minimum once per term

L-8 Compensation and benefits 2015 October 2019 October Minimum once per term

L-9 Communication and counsel 2015 October 2019 October Minimum once per term

L-10 Access to facilities and maintenance 2015 October 2019 October Minimum once per term

Governance Process

G-1 Governance Commitment 2016 October 2020 October Minimum once per term

G-2 Governing style 2016 October 2020 October Minimum once per term

G-3 Board job description 2016 October 2020 October Minimum once per term

G-4 Chairperson’s role 2016 October 2020 October Minimum once per term

G-5 Board committee principles and structure 2016 October 2020 October Minimum once per term

G-6 Annual agenda planning 2016 October 2020 October Minimum once per term

G-7 Board members’ code of conduct 2016 October 2020 October Minimum once per term

G-8 Cost of governance 2016 October 2020 October Minimum once per term

Board-staff relationship

B-1 Board-Chief Librarian linkage 2014 October 2017 October Minimum once per term

B-2 Unity of control 2014 October 2017 October Minimum once per term

B-3 Accountability of the Chief Librarian 2014 October 2017 October Minimum once per term

B-4 Delegation to the Chief Librarian 2014 October 2017 October Minimum once per term

B-5 Monitoring Chief Librarian performance 2014 October 2017 October Minimum once per term

Ends

E-1 Ends statement 2014 May 2018 October Minimum once per term

E-2 Mission statement 2013 October 2018 October Minimum once per term

Vision 2013 October 2018 October Minimum once per term

Values 2013 October 2018 October Minimum once per term