Report to/rapport au : OTTAWA PUBLIC LIBRARY BOARD CONSEIL D ADMINISTRATION DE LA BIBLIOTHÈQUE PUBLIQUE D OTTAWA. December 9, 2013 Le 9 decembre 2013

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1 6 Report to/rapport au : OTTAWA PUBLIC LIBRARY BOARD CONSEIL D ADMINISTRATION DE LA BIBLIOTHÈQUE Le 9 decembre 2013 Submitted by/soumis par : Danielle McDonald Chief Executive Officer / Directrice générale Contact Person / Personne ressource: Elaine Condos (613) x 32180, SUBJECT: Board Governance Action Plan Update Ref N : OPLB OBJET : Le point sur le plan d action de gouvernance du C.A. REPORT RECOMMENDATION That the Ottawa Public Library Board receive this report for information. RECOMMANDATION DU RAPPORT Que le C.A. de la Bibliothèque publique d Ottawa prenne connaissance de ce rapport, à titre d information. BACKGROUND On November 19, 2012, the Board received the results of a governance review including a nine-point action plan. The purpose of this report is to provide an update on actions occurring in response to the action plan with a focus on Board governance policy review and development. The Governance Action Plan including status updates is provided as Appendix 1.

2 2 CONSEIL DE LA BIBLIOTHÈQUE DISCUSSION This report is to address action plan items that have progressed or been amended since the September 9, 2013 update to the Board. Item 3 relates to the process to revise the strategic plan and is the subject of a separate report on the Board agenda. Item 6 addresses Board information that is more strategically focused. This covers policy review and development, specifically an update on the status of the revision of the Board s by-laws. Trustees Amelita Armit, Jim Bennett, and Patrick Gauch are working as an ad-hoc group to review the draft revised Board By-laws and to provide input that will shape the recommendations that will come to the Board for review and This work is supported by Transform Management Consulting Inc. and senior staff. The ad-hoc group met on October 24, A second meeting will be held in December to continue review of the draft by-laws as well as incorporation of changes resulting from the October meeting. Once a full review of the draft by-laws has been completed by the ad-hoc group then the next step will be a legal review. Following legal review, the ad-hoc group will undertake a final review of the draft by-laws before they are recommended to the Board. The timeframe for completion of this work is Q Items 7 (risk management process) and 9 (trustee development) have also been updated in the attached status update. CONSULTATION With respect to item 6 on the action plan, consultation on the revised Board procedural by-laws has occurred with the ad-hoc group of trustees, the President and CEO, Transform Management Consulting Inc., and the Library Senior Management Team. LEGAL IMPLICATIONS There are no legal implications to the recommendations of this report.

3 3 CONSEIL DE LA BIBLIOTHÈQUE RISK MANAGEMENT IMPLICATIONS There are no risk management implications. ACCESSIBILITY IMPACTS There are no accessibility impacts. TECHNOLOGY IMPACTS There are no technology impacts. FINANCIAL IMPLICATIONS There are no financial implications. BOARD PRIORITIES The subjects of this report are in alignment with Board-approved strategic direction Excellence in Governance, Accountability and Financial Sustainability. Revision of the Board by-laws was identified as key Board initiatives for SUPPORTING DOCUMENTATION 1. Board Governance Review, November 19, 2012 DISPOSITION With respect to item 6, the revised Board By-laws are planned to come forward for the Board s consideration in March or April Remaining items for completion in the Board s nine-point action plan will be built into the 2014 work plan.

4 4 CONSEIL DE LA BIBLIOTHÈQUE Appendix 1: Ottawa Public Library Board Governance Action Plan Update Completed items are in italics. Ref. Action Item Status 1 Prepare a motion for the Board to Completed consider disbanding the current committees and subsequently utilize ad-hoc groups as required. 2 Prepare a motion for the Board to Completed consider recommending that the size of the Board be reduced to 9 members with 5 citizen representatives and 4 Councillors for Council s consideration and implementation. 3 Develop and implement a process to revise the Strategic Plan, with Board input as appropriate, that ensures the library remains relevant in the future, Library of the Future Final Report and Strategic Plan Refresh is a separate item on December 9, 2013 agenda establishes longer term objectives, and provides a financial assessment of the resources required and the means to obtain them, for Board CEO update on 2013 strategic planning process (Transforming OPL initiatives) in January 2014 as part of year in review review and 4 Develop a comprehensive Delegation Completed of Authority policy, with Board input as appropriate, that clearly defines the decisions that are reserved by the Board and those that the CEO/Staff may make, for Board review and 5 Develop, with Board input as appropriate, improved indicators of organizational performance, including objectives and metrics that focus on output, outcomes and results, and incorporate these into a monitoring process, for Board review and Completed

5 5 CONSEIL DE LA BIBLIOTHÈQUE Ref. Action Item Status 6 Review and modify, with Board input E-Agenda as appropriate, information provided for Board meetings to support a Board to move to electronic meeting packages in January 2014 strategic focus. Board e-agenda implementation planned for Q Develop, with Board input as appropriate, a comprehensive risk management process that identifies and monitors important enterprise risks and ensures appropriate mitigation and monitoring measures are in place, for Board review and 8 Develop a senior staff succession plan and continue to enhance the development of individuals. 9 Continue to improve the ongoing development of Trustees by providing additional information and training on issues identified by the Trustees and/or Staff. Policy Review and Development By-law Review is addressed above Policy Review action plan has been delayed to 2014 due to dependencies with by-law revision Fraud and Waste policy developed. Discussions to be held with new Auditor General in the New Year, with roll-out in Q Safety and Security Ad-hoc group established and meetings are ongoing. Remaining pieces are identified on the 2014 work plan Intact team training for management group on risk assessment was held November 13, 2013 In development for completion in 2014 Board refreshers and educational guides prepared on regular basis Southern Ontario branch visits occurred on September 19-21, 2013

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