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Doc. 7 2011 Strategic Work Program Mid-Year Review October 17, 2011 of 24

COMMUNICATION & COUNSEL

7 Subject: 2011 Strategic Work Program Mid-Year Review Prepared by: Barbara Clubb, City Librarian, Donna Clark, Manager, Strategic Coordination Prepared for: Ottawa Public Library Board Meeting of: October 17, 2011 Date: October 6, 2011 Background 1. Long Range Strategic Plan

: The Board approved its Long Range Strategic Plan for 2008-2011 in 2007.

2. Annual Work Plans

: The Board approved the 2011 Strategic Work Program-High Level Version and the OPL Board of Trustees Work Plan in April 2011. These programs are designed to support the implementation of the long-range strategic plan by identifying and monitoring more detailed strategies and initiatives that are required.

3. Management Accountability:

4.

Each year, OPL managers, including the City Librarian, complete ICAs or Individual Contribution Agreements as part of the annual performance review process. Now they use Strategic Directions and Priorities 2008-2011 document as the starting point for their individual documents. The strategic work program’s specific strategies have been developed, in consultation with and by staff. To as great extent possible, all non-management and bargaining staff use the Strategic Plan as the basis for their annual goals and objectives and for the related reports and proposals that they bring forward in the course of their work. Research shows that the more familiar and invested staff are in an organization’s strategic Vision, Goals and Strategies, the higher the customer satisfaction. Trustee Accountability

: Two years ago, on the recommendation of the city auditor the Board began creating its own annual work plan, distinct from the OPL Strategic Work Program but clearly related to the roles and mandate of the board and the 2008-2011 OPL Strategic Directions and Priorities.

5. Mid-Year Update 2011

: Attached is the mid-year update for the 2011 Strategic Work Program-High Level Version. More detail on many of the strategies is contained in the various documents provided at monthly board meetings. This document attempts to provide a quick, concise overview of progress to date.

Attachment OPL Strategic Work Program 2011 mid-year update


Strategic Work Program Programme de travail stratégique

2011 High Level Version

Version de niveau supérieur MID-YEAR UPDATE

To July 31, 2011 / à 31 juillet, 2011

September 30, 2011 /30 septembre, 2011


The Board of the Ottawa Public Library has a Strategic Plan for the years 2008-2011. The Strategic Plan guides the development of the Library and its services. 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 To build 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 Global End Statement The Ottawa Public Library exists to that the people of Ottawa enrich their personal, professional and civic lives through equal access to information, resources and ideas in a trusted, bilingual, physical and virtual setting that serves as community gathering space and in a sustainable, cost efficient and optimal manner. 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 throughout their lifetime.


The Ottawa Public Library Strategic Plan 2008-2011 has five linked strategic goals or directions. Each strategic direction has between one and five related key priorities. 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, seniors, job seekers, entrepreneurs and small business owners

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 E5 Support OPL Board Governance and Priority Setting

Appendix A Acronyms Appendix B OPL Board Members and Senior Staff Appendix C Statistics


The Top Priorities Focus for 2011: Following are the top linked strategies that have been identified as being mission critical to the Library’s success in 2011 and on into the future:

STRATEGY GOAL Strengthened collection through the implementation of Collections HQ technology and the expansion of e-resources. A

Leveraging technology for better and more efficient service through the use of social media, new statistical gathering

tools, website update, Symphony software upgrade, e-payment solutions and planning for RFID (radio frequency

identification technology)

A/E

Places and Spaces improvement through the development of the Capital Investment Strategy, completion of ISF

renovation projects, progress on West District Library, expansion of Early Literacy Spaces, Long Range Financial Plan, and

the move to the Central Archives and OPL Materials Distribution Centre

C

Continue planning towards a New Central Library through the completion of the Business Case, re-scoping of the

Functional Building Program and development of a community engagement plan

D

New Board orientation and development E

Organizational Transformation through the 2012-2015 Strategic Plan, Wave 2 of the Strategic Organizational Review,

the development of the Balanced Score Card planning program, and beginning the Rural Service Strategy

E

Employee Engagement and Service Excellence Plans including succession and retention planning E

Strengthening our ability to tell our story E

Strengthening OPL’s fiscal framework E

The OPL is an external agency of the City but is linked to the management structure of the City through City Librarian’s membership on the City’s Senior Management Team, through use of various City services under formal Shared Services Agreements, and through participation in City-wide service strategies.


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 July 31, 2011

A1.01 Focus on newcomers 1,7,9,10

• Develop a multi-year service strategy, including costing Strategy in development: on track for completion in Q4-11

• Enter into negotiations with CIC for new long term contract effective April 1, 2011

Completed; 2-year contract to March 31/13

A1.02 Focus on Teens 1,7,9,10

• Launch and begin to implement the Teen Services Strategy Strategy document completed and distributed to Board (Sept 12)

• Complete evaluation of teen gaming kiosk pilot program Completed

• Develop Teen Services Team and create 2011/12 work plan Completed

A1.03 Improve service to small business and entrepreneurs 1,7,9,10

• Implement the strategy approved in 2010 Work plan completed; OPL Foundation funding secured for business services initiatives, including October Small Business Week program

A1.04 Improve service to job seekers 1,7,9,10

• Implement the strategy approved in 2010 Work plan completed; Foundation funding secured for business services initiatives, including October Small Business Week program

• Offer additional related programs at Main and target branches Work plan completed for 2011 including a detailed inventory of job banks, workshops on resume writing and the hidden job market, workshops for students on finding a summer job and entering the workforce and second career workshops

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 Build collections for new facilities 1,2,7,9,10

Greely branch collection completed

A2.02 Investigate the future of the public library in the digital future 1,2,7,9,10

Research completed; report on track for completion in Dec. 2011


A3 Be Virtual: enhance technology based access and services Core Value


A3.01 Upgrade SirsiDynix Symphony platform 1,2,5,10 New statistics gathering software installation completed; SirsiDynix Web Reporter rolled out to branches; ILS Symphony upgrade to version 3.4 scheduled for Fall “11

A3.02 Maximize online service applications for improved effectiveness and efficiency including:

1,2,5,10

• Investigate and implement Overdrive Call Migration as required Completed

• Implement automated materials handling system Completed at OPL Materials Handling Centre (Tallwood)

• Improve Intranet experience for staff with collaborative software Completed; staff blog rolled out to OPL staff

A3.03 Expand and increase customer service through technology 1,2,5,10

• E-payment solution for fees and fines PCI Compliant solution Comprise selected; working with ITS and Finance for Q4 implementation

• Self-checkout at Alta Vista, Greely and Hazeldean branches Implemented at Alta Vista and Greely; Hazeldean will occur in 2012 in conjunction with renovations

• Smart Library upgrade New portal launch to take place in Q4 2011.

A3.04 Support and expand the OPL website including: 1,2,5,10

• Mobile strategy for handheld devices for OPL content iPhone app released Q1-11; platform independent mobile site and Android app released Jul ‘11

• Develop Teen website strategy Preliminary discussions started between Digital Services and Teen Staff

A3.05 Participate in the City of Ottawa VOIP project (voice over Internet protocol) 2,4,5 ITS first VOIP priority is Service Ottawa. OPL will be delayed until Service Ottawa implementation completed in Q4 2011

A3.06 Implement and monitor OPL social networking strategy 2,4,5 Social networking strategy in development. A variety of elements have been implemented (eg. Twitter, Facebook)

A3.07 Complete final report on online database advocacy project 1,6,7,9 Completed

A3.08 Enhance and promote digital offerings 1,6,7,9 Freegal (Sony e-music) added; French vendor negotiations underway to provide various e-products


A4 Good reads and the right information:

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


A4.01 Improve French language services for children 1,5,7,9 Service strategy completed

A4.02 Review effectiveness of children’s programs in supporting literacy objectives 1,5,7,9 Awaiting ALA publication of 2nd edition of Every Child Ready to Read

A4.03 Implement design guidelines for key children’s literacy initiatives 1,5,7,9

• Every Child Ready To Read (ECRR) Awaiting ALA publication of 2nd edition of Every Child Ready to Read

• 123 Read With Me Awaiting ALA publication of 2nd edition of Every Child Ready to Read

A4.04 Implement the 2011 Collection Development Plan 2,3,7 Plan completed and being implemented

A4.05 Develop the 2012 Collection Development Plan 2,3,7

A4.06 Strengthen adult programming 1,3,7 To be included as part of the Adult System-wide programming committee work; to be initiated once staffing is in place; some system-wide programming coordinated in the fall

A4.07 Implement the Birthday Party pilot project 5,9 Pilot project implemented

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

hours of service Core Value


A5.01 Begin the development of a Rural Service Strategy 1,2,9,10 New staffing structure completed and being implemented


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 Friends of the Ottawa Public Library Association (FOPLA) and the OPL Foundation (OPL-F) including:

1,6,9

• Complete policies on donor recognition for OPL-F and OPL Draft policy completed; to be reviewed by Governance and Audit Committee Oct/11

• Assist in development of investment policy for the Foundation New OPLF Treasurer developing policy

• Facilitate joint meeting of Boards of OPL, FOPLA, and OPL-F Tri-Board meeting held September 12/11

• Ensure managers and staff understand the purpose and programs of the OPL-Foundation and FOPLA

Presentation on purchases made with Foundation and FOPL funds at Employee Forum June ‘11

• Ensure promotional material is available at each branch for FOPLA and OPL-F

All branch managers have been contacted to do inventory and identify needs

B1.02 Maintain and/or strengthen relationships with key community groups/organizations, provincial and/or national initiatives

1,5,7,9, 10

Algonquin College (Library and Information Technician Prog) : OPL member of the Advisory Committee; attended career fair meet and greet

Partnerships with Business Service Organizations: • Entrepreneurship Centre (presentations monthly, in

English and in French) • LASI World Skills (presentations twice a year) • YMCA Enterprise Centre (presentations quarterly) • Collaborative Initiative for Social Enterprise

Development (presentations twice a year) Invitation by YMCA Employment Group staff

• Presentation in October, 2011 OPL Business Services has purchased a membership in the following Business Associations

• Regroupement des gens d’affaires (networking sessions)

• Orleans Chamber of Commerce (participation in their trade show upcoming in November; presentation scheduled for January, 2012)

• Ottawa Chamber of Commerce (networking sessions; announcements to Chamber members)

• Small Business Association (membership fee waived because serving as member of executive, planning the re-growth of this association)

• Entrepreneurial Moms (submissions to their newsletter; participation in trade shows)



Core Value


Met with Housing Services Branch representative and the Outreach Networking Group, including Centre 507

Children and youth agencies:

• OPL Chairs newly formed Growing Up Great Community Network (formerly Success by 6 and Ottawa Coalition for Children and Youth)

• Attended Family Literacy Day Planning Committee

• Attended OPLA Child and Youth Services Committee

• Attended TD SRC National Creative Committee

• Attended TD SRC Francophone Planning Committee

• Attended Youth Engagement Strategy Committee

• Attended Kids Lit Gala Planning Committee

Presentations on West District made to the Hazeldean and Beaverbrook Community Associations

Staff attended OLA Board meetings and AGM; attended ABO-Franco meeting

OC Transpo (ODSP Bus Pass) On-going

Sm@rt Library: Attended steering committee meetings, participated in testing of portal and provided web development and hosting services for the Sm@rt Library website. Met with the Lending Group to discuss new design for membership card OPL is member of the City’s Aboriginal Working Committee Presentation on OPL services to Municipal Services Table

B1.03 Continue to build upon relationships with City of Ottawa Shared Services and other City partners

1,2,10 All new Shared Service Agreements signed, except Information Technology Services

B1.04 Improve financial processes between OPL, FOPLA and OPL-F

1,2,5,7, 9,10

New system for tracking of FOPLA and OPL-F funds implemented

B1.05 Expand Francophone residents’ usage of OPL materials and services 1,5,7,9, 10

Provincially funded needs assessment survey and report completed; pilot project to implement pilot project to enlarge



Core Value


service offerings in progress

B2 Improve and streamline OPL’s business models and processes

Core Value


B2.01 Maintain and/or strengthen relationships with City Advisory Committees and groups including:

2,5

• French language services advisory committee (FLSA) OPL Presentation made to Committee

• Business Advisory Committee OPL contributed information as required

• Accessibility Working Group OPL represented at 5 meetings; OPL Manager on the Accessibility Planning Day Committee

• Aboriginal Working Committee OPL active member of this city Committee; OPL presentation provided at the Wabano Centre for Aboriginal Health

• Seniors Steering Committee OPL contributed information as required

• Information Technology sub-committee of Council OPL presentation to committee scheduled for October 17, 2011

B2.02 Improve information services to Ottawa elected officials 1,2,7,9, 10

Training to be offered and completed in Fall ‘11

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

1,2,5,7, 9,10

• Carlington (Emerald Plaza and Rosemount) OPL Staff monitored meeting agendas and minutes for relevant items

• Bayshore (Bookmobile and Centennial) OPL Staff monitored meeting agendas and minutes for relevant items

• Overbrook West – McArthur (Vanier and St-Laurent) OPL staff attended all CDF Steering Committee meetings; SL branch hosted OPL tables at CDF initiated resource fair and community BBQs; participated in 4-corners door to door CDF outreach initiatives

• West Centre Town (Main Library, Rosemount and Bookmobile) OPL Staff monitored meeting agendas and minutes for relevant items

B2.04 Strengthen community linkages 1,2,5,7, 9,10

OPL participated in Pride Parade Aug/11; Touch-A-Truck Jun/11; Launch of Ottawa Newcomers Strategy Jun/11; Asian Heritage Day May/11;


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 plan for facilities investment and growth 2,5,9

• Bring forward Growth Study to FPC and Board Study received by FPC Committee

• Prepare submission for OPL inclusion in City’s LRFP On hold pending notification from City Finance

C1.02 Ensure major renovations projects include applicable design elements and requirements

2,5,9 OPL standards for facility related projects completed; early literacy spaces being implemented using design standards

C1.03 Manage, implement and complete major ISF projects including: 2,5,9

• Complete Alta Vista renovations Completed

• Initiate and manage construction of new Greely library Completed

• Manage and complete Vernon renovation project Ramp completed

• Manage and complete RED renovation project Completed

C1.04 Implement 2011 major capital and lifecycle facilities projects 1,2,5,9

• Identify and prioritize all 2011 facilities projects Completed

• Prepare initial plans and high level budgets for approved projects Process developed

• Begin design work and cost estimate planning for Hazeldean Branch renovations

Planning initiated; renovation to take place in 2012

• Prepare design and add new millwork to Vernon interior Plans completed for final installation Q4

• Carpet replacement lower floor for Nepean Centrepointe Completed

C1.05 Improve existing Main Library 1,2,3,9

• Plan for space changes in the Main Library and Nepean Centrepointe resulting from Collection Management and Materials Delivery relocation from 5th floor to Archives and MHC

Exploring better use of staff space based on OPL's standards and waiting for decision on 5th floor occupancy plan

• Survey Main Library users


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

Core Value


C1.06 Determine need, options and schedule to replace Bookmobile #1 1,2,3,9 Awaiting the renewal of the OPL Service Delivery Model

C1.07 Improve Ottawa Public Library signage 1,2,3,9 Signage completed for ISF projects

C1.08 Implement early literacy spaces in designated branches 1,2,5,7,9 Final elements being implemented in NC; RED completed; Greely completed; Vanier completed

C1.09 Create and/or improve branch reading gardens in designated branches 5,7,9 Rockcliffe Park completed; Cumberland completed; Greely completed

C2 Build community-fill the holes: develop new branches to support growth and address service gaps

Core Value


C2.01 Initiate development of the West District Library project 1,2,4,5,9

• Develop project charter Completed

• Develop stakeholder engagement strategy Completed; meetings held Feb to June 2011

• Develop and confirm project budget Ongoing

• Develop Architect tender document Completed

• Public consultation sessions Completed

• Build partnerships with School Board, Parks and Recreation and seniors’ centre

Meetings held with School Board and Parks and Recreation May ’11;

• Keep Facilities Planning Committee apprised of key developments FPB received status updates in April and July ‘11

C2.02 Evaluate kiosk pilot project at Riverside/Hunt Club Community Centre 1,2,4,5,9 Evaluation completed; report in development

C2.03 Complete evaluation of Sunnyside depot 1,2,4,5,9 Scheduled for completion in Sept ‘11

C3 Reduce the barriers to service Core

Value Status to July 31, 2011

C3.01 Implement AODA (Accessibility for Ontarians Disability Act) provincial standards 1,2,5,7,9 Strategy development in initial stage; on track for completion in Q4-11

C3.02 Improve physical access to designated library facilities 1,2,5,9, 10

• ISF project libraries (SU, VA, AV, GR, RED, VE) All completed

• New Library and Technical Archives Facility Completed

• Centennial (accessible book drop) Completed


• Richmond (ramp/parking lot) Ramp installed; parking lot nearing completion

C3.03 Improve access to services through enabling/assistive technology 1,2,5,7, 9,10

• Complete installation of fourteen assistive technology workstations Completed

• Investigate Bell relay service for public service points Research to be conducted in Q4

C4 Go green: demonstrate environmental leadership 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

Plan in development for completion by Q4

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

.

• Complete the Business Case (phases 1 and 2) Phase 1 completed.

• Develop community engagement plan On hold pending completion of Main Library building condition assessment.

• Re-scope the NCL draft Functional Building Program On hold pending completion of Main Library building condition assessment.

• Ensure the NCL included in the City of Ottawa’s Long Range Financial Plan On hold pending completion of Main Library building condition assessment.

D1.02 Complete the Central Archives and OPL Materials Distribution Centre 1,2,4,5, 7,9,10

• Plan move and work with OPL staff OPL staff move completed

• Assist FOPLA in its move to new space Completed

• Assess operational process change requirements (route changes etc) Completed

• Participate in facility naming process City naming process underway

D1.03 Develop plan for 5th 1,2,4,5, floor, Materials Delivery Space in B1 and West Wing (Nepean Centrepointe) spaces 7,9,10

Planning in progress; furniture being secured; Service Delivery staff relocated to Tallwood facility


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 and recognize our staff including: 2,4,5,7, 9,10

• Use Employee Engagement Survey results to plan and develop Employee Engagement initiatives of the SE (Service Excellence) program in conjunction with the OPL Talent Plan

Action plan developed; completed conference attendance framework to address top priorities as identified by employees; resolution for next three priorities (selection process; job rotation, performance reviews) in development and on target for completion by Q4

• Review and revise OPL staff recognition program Policy on retirement recognition completed and approved; other recognition aspects to be completed by Q4.

• Implement first OPL co-op student program in Summer 2011 Implemented; one student placed at OPL for Summer 2011; report to be developed by end of Q3-11 including recommendations for future co-ops

E1.02 Implement the Service Excellence training program 1,2,4,5, 7,9,10

SE training module implemented Mar-May ’11; training ongoing with next segment scheduled for Fall ’11; SE concepts integrated into performance management programs

E1.03 Implement the OPL Safety Plan 2,4 Final inventory of facility needs for rural areas completed; plan developed to complete key TRA recommendations in rural branches; implementation in progress

E1.04 Improve the harmonization and coordination of employee training 1,2,4,5, 7,9,10

Training and development section of staff intranet updated; ongoing maintenance now updated every six weeks

E1.05 Develop a new comprehensive corporate filing system and file structure 2 Recommendations for file structure completed and approved; migration of files initiated

E1.06 Action the 2011 Joint Occupational Health and Safety (JOHS) committee objectives 1,2,4,5, 7,9,10

Health and Safety training being updated for completion by Q4

E1.07 Develop a strategic communications plan for staff (internal) 2,5,9,10 Being developed; employee input to be sought before finalization

E2 Use technology wisely to extend services, make connections with citizens and realize ongoing efficiencies

Core Value


E2.01 Implement and evaluate the Holds Solution pilot project 1,2,5,9,10

First phase evaluation to be completed by end of October 2011

E2.02 Implement and evaluate Pocket Circ Pilot project 2,5,9 Pocket Circ pilot project will be incorporated into the Holds Solution pilot project report that will be completed by end of October 2011

E2.03 Implement and evaluate Collections HQ technology 1-10 Being evaluated with regards to managing the travelling


E2 Use technology wisely to extend services, make connections with citizens and realize ongoing efficiencies

Core Value


collection for rural branches and analysis of various branch collections

E2.04 Initiate business case for staff scheduling software 1-10

E2.05 Continue to plan for implementation of RFID (Radio Frequency Identification) technology

1-10 Business case including financials in development for completion by Q4

E3 Measure What Matters: Performance Measures and Operational Standards

Core Value


E3.01 Continue to develop a Performance Measurement Framework 1,2,5,9,10

• Work with Governance and Audit committee to implement performance measures for Global Ends Policy

Governance and Audit scheduled to review Ends policy in Fall ‘11

• Review usage performance measures in Board quarterly report and make recommendations for change or adjustment

Usage measures reviewed; report completed

• Research the concept of the Balanced Score Card (BSC) and report to Board

Research initiated and training for lead planner completed

E3.02 Implement approved recommendations from the Risk Management pilot project 2,5,9 Report scheduled for board in Fall ‘11

E3.03 Continue Organizational Transformation 1-10

• Complete Wave 2 of the Strategic Organizational Review Digital Services; Innovation and Continuous Improvement completed; task force to review and revise committee structure established

• Develop and implement Borrower Services operational standards Standards complete by Q4; implementation 2012

• Recommend updating of the Service Delivery Framework Initial report completed Apr/11; awaiting completion of Strategic Plan 2012-2015 to provide direction in the development of the framework

E3.04 Further develop OPL planning and development of financial systems 1-10 Capital spending plan for 2011 capital accounts completed; monitoring ongoing with reporting to FB committee; new safes purchased for select branches

E3 Measure What Matters: Performance Measures and Operational

Standards Core Value


E3.05 Implement 2011 Budget Process 1-10

• Develop capital and operating budget plan Completed

• Develop the long range financial plan for OPL (LRFP) Midrange plan (2012-2014) completed; LRFP awaiting further direction from FEDCO and Council


E3 Measure What Matters: Performance Measures and Operational Standards

Core Value


• Increase multi-year capital budget Provided

E3.06 Improve and implement 2012 Budget Process 1-10 Planning initiated for completion of Council budget approval by November 30

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 Develop the Library’s communications and awareness strategy including 1,8

• Marketing strategies for newcomers, teens, small business, entrepreneurs and job seeker programs

CCR staff active members of system-wide teen, adult programming committee; marketing strategies for Small business week, Teen Author Fest completed, annual newcomers, business and career services, teens in development

• Tool kits for system-wide and branch program promotion Revised templates for branch-level program promotion Templates for adult programs in development

• Early engagement notification strategy Implemented

• Smart-Library upgrade Technical launch delayed, communications collaboration with partners ongoing

• Marketing strategy for digital products CCR active member of database promo committee;

E4.02 Celebrate OPL milestones including: 1,8

• Lori Nash room naming at Cumberland Completed

• Re-opening of Alta Vista Completed

• Re-opening of Vanier Completed

• Funding announcement and ramp launch for Vernon Funding announcement completed; ramp celebration held Jun 4/11 as part of Open Doors Ottawa


• Re-opening of Ruth E. Dickinson Completed

• Opening of new Greely Branch Completed

• Opening of Central Archives and OPL Materials Distribution Centre in collaboration with City Archives and City Communications department

Completed

• Greenboro District Library 5th Anniversary Scheduled for Sept ‘11

• Vernon ramp inauguration Completed

E5 Support OPL Board Governance and Priority Setting Core Value


E5.01 Provide planning and secretariat support to the Board and its Committees including work-plan development, policy review, regular reports, minutes and meeting coordination

2,5,9 See also separate Board Work Plan 2011

• Order of Friendship Committee 2 awards presented at the May OPL Board meeting; call for Fall nominations sent out

• Governance and Audit Standing Committee 5 meetings held to date

• Facilities Planning Standing Committee 4 meetings held

• Finance and Budget Standing Committee 4 meetings held

• Implement the Board’s internet website Completed

E5.02 Provide support to new board 2,5

• Prepare and deliver program for orientation Completed

• Recommend a program of educational events Schedule completed

• Assist the board to undertake a review of committee structure, roles and responsibilities

Review of committees completed

E5.03 Support the Board in the development of the 2012-2015 OPL Strategic Plan 2,5 Draft framework completed and reviewed by Governance and Audit Committee Sep22/11; engagement process to begin Oct/11; final report to Board Dec/11




E5.04 Support the Library Board’s development of linkages to library external bodies: 2,5

• OPL Foundation Board; liaison Trustee Armit 5 meetings attended

• FOPLA Liaisons; Chair Harder and City Librarian City Librarian or delegate attend all meetings and AGM

• CLTA Liaison; Chair Harder CLTA disbanded in CLA restructuring and Trustee network established in its place

• OLBA Board liaison; Trustee Langlois Trustee Langlois attended the regional meeting of OLBA and maintains regular contact with the organization to keep abreast of new developments

• ULC Liaison; Chair Harder Chair Harder attended executive meetings

• SOLS Liaison; Trustee Lussier-Meek Trustee Lussier-Meek and Langlois attended Spring Trustee Council meeting with City Librarian in Cornwall

• FOPL: Liaison and Chair Trustee Bennett J. Bennett attended 31 FOPL meetings to date

E5.05 Support the strengthening of Board linkages to external non-library bodies 1,2,9,10

• City of Ottawa Council Presentation made to Council July 13 on IT priorities for 2010

• Ministry of Culture and Tourism, and Ottawa area MPPs Advocacy done re provincial funding

• Government of Canada and Ottawa area MPs Letters and meetings held on funding for Settlement Services and Library Book Rate

E5.06 Support the Board’s review and approval process for the Board policies 1-10 Section B-4: See Board’s detailed work-plan for 2011 and mid-year update Doc. 7 September 12, 2011

E5.07 Support the Board’s presence at key library and community related events 1-10 Section B-7: See Board’s detailed work-plan for 2011 and mid-year update Doc. 7 September 12, 2011

• Ensure Board members receive advance notice of events on a regular and timely basis

Weekly early engagement review initiated and sent to board members

• Coordinate Board identification of key events and individuals for outreach contact in 2011 and 2012

As part of the OPL Board’s focus on community outreach, a number of events have been coordinated by staff to facilitate Board outreach contact. The following events have taken place, in which Trustees were invited to attend:

• Family Literacy Day • Naming of Lori Nash Room at Cumberland Branch • Vanier Branch Re-opening • Diefenbooker Classic Run • 1,2,3 Read With Me Celebration at Main Branch • Youth Business Conference • Alta Vista Grand Re-opening • Vernon Branch Improvements/Doors Open Vernon • Richmond Ramp Event




• Greely Branch Opening • Grand opening of City of Ottawa Central Archives and

OPL Materials Distribution Centre • Ruth E. Dickinson Re-opening • Annual Tri-Board Meeting • Seniors Celebration Event


APPENDIX A: General Acronyms ALA American Library Association LRCAP Long Range Communications and Awareness Plan AODA Accessibility for Ontarians with Disabilities Act LRFP Long Range Financial Plan ASD Alternative Service Delivery LSMT Library Senior Management Team CCR Communications and Community Relations MOU Memorandum of Understanding CIS Centralized & Information Services Division NCL New Central Library CLA Canadian Library Association ODP Organizational Development and Performance Department CLO City Librarian’s Office OLA Ontario Library Association CLTA Canadian Library Trustees Association (Division of Canadian Library

Association) OLBA Ontario Library Boards Association

CMO City Manager’s Office (City of Ottawa) OMBI Ontario Municipal Benchmarking Initiative CULC Canadian Urban Libraries Council OPL Ottawa Public Library CUPE Canadian Union of Public Employees OPLF Ottawa Public Library Foundation CIC Citizenship and Immigration Canada P3 Public Private Partnerships ECRR Every Child Ready to Read PG Planning and Governance Division EE Employee Engagement PSS Public and Support Service Division FOPL Federation of Ontario Public Libraries PWD Public Works Department (City of Ottawa) FOPLA Friends of the Ottawa Public Library Association RFP Request for Proposal FSU Financial Services Unit (City of Ottawa) RFQ Request for Qualifications HRAC Human Resources Advisory Committee (OPL) SE Service Excellence IFLA International Federation of Library Associations SS Shared Services ILS Integrated Library System SIT Staff Investment Team IOI Immigration Ottawa Initiative SOLS Southern Ontario Library Services (Agency of the Ontario Ministry of

Culture) IS Infrastructure Services (City of Ottawa) SOR Strategic Organizational Review ISF Infrastructure Stimulus Funding SWP Strategic Work Program L5MT Library (Level) 5 Management Team ULC Urban Libraries Council LOF Library Operations and Facilities Division


APPENDIX B: Board Members and Senior Staff Members of the Ottawa Public Library Board 2011 – 2014 Amelita Armit David Gourlay Doug Thompson* Jim Bennett Jan Harder* Tim Tierney* André Bergeron Christine Langlois Marianne Wilkinson* Keith Egli* Danielle Lussier-Meek Rose Zeidan Patrick Gauch Shad Qadri* Member of City Council* Senior Staff Barbara Clubb, City Librarian/CEO and Secretary Treasurer to the Board Elaine Condos, Division Manager, System-wide Services and Innovation Monique Désormeaux, Division Manager, Service Excellence

Danielle McDonald, Division Manager, Facilities and Business Services

Ottawa Public Library/Bibliothèque publique d’Ottawa 120 rue Metcalfe Street

Ottawa, Ontario K1P 5M2

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

www.BiblioOttawaLibrary.ca

http://www.biblioottawalibrary.ca/�


Appendix C: Ottawa Public Library Statistics for 2010 (updated April 2011)

Item 2008 2009 2010 ↑ Trend ↓ Population City of Ottawa 888,853 908,390 917,570 ↑ Total library uses 25,234,978 27,616,918 33,644,929 ↑

Items borrowed * 10,453,343 10,693,958 10,559,495 ↓ Library visits in person 4,802,150 5,005,050 5,254,500 ↑

Library visits electronically 5,783,839 6,309,886 12,468,060 ↑ Books and materials in the collection 2.24 mil 2.25 mil 2.4 mil ↑

Reference and information questions 663,750 637,000 681,750 ↑ Electronic databases available for use 85 84 89 ↑

Number of public workstation sessions * 947,499 937,294 900,046 ↓ Programs 9,687 9,950 10,165 ↑

Program attendance * 199,409 195,317 194,956 ↓ Volunteer hours * 47,586 43,856 43,527 ↓

* Downward trending numbers can be attributed to branch closures and Symphony migration. In 2010, four branches of the Ottawa Public Library were closed to allow for renovations. Circulation decreased only -1.26 % in 2010 over 2009.

The Sunnyside branch closed November 30, 2009 and reopened August 16, 2010. During the renovation, a

basic library service was provided at the Coliseum Building at Lansdowne Park through a Library Depot. The Cumberland branch closed on January 19, 2010 and reopened June 8, 2010. The Vanier branch closed on June 28, 2010 and reopened on November 20, 2010. The Alta Vista branch closed on September 7, 2010 and reopened on Friday, January 21, 2011

OMBI Ontario Municipal Benchmark Initiative Results 2007 2008 2009 ↑ Trend ↓

Library uses per capita 25.8 28.1 30.4 ↑ Circulations of items per capita 11.3 11.6 11.7 ↑

Library holdings per capita 2.61 2.50 2.47 ↓ Number of square feet per capita 0.48 0.48 0.47 ↓

Amount spent on library materials per capita 4.86 4.84 5.39 ↑ Operating $ expended per capita 43.85 45.66 49.77 ↑

Library cost per use 1.70 1.63 1.64 ↑ Number of service hours per capita 0.09 0.09 0.09

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