ATTENDING MY FIRST "OUT OF TOWN" BOARD MEETING

As part of the Developing Healthy Board Relations module, I attended a meeting of the Ottawa Public Library Board last evening. Fortuitous choice as they were covering the wrap-up of the OPL Foundation (being integrated into a City-wide module), their technical trends projections as well as their collection management framework for the next three years, plus they were giving a sneak preview of the new Maker Space they will launch next week: 2 3D printers, 1 laser cutter and 3 loaded MACs for film editing and production which are already a great hit with the YAs who got to play with them during the trial. So much information to glean! As I quipped to one of their managers, it was like OLA in a day.

The meeting itself was quite smooth. The Chair, Municipal Councillor Jan Harder, efficiently controlled the journey through the agenda. Two of the board members were off-site and linked through telecommunication.  People discussed openly and respectfully. There seemed a positive relationship between the CEO and the Chair. For two incidences when issues were approached regarding staffing and staff relations,  I felt the Chair identified an uncomfortableness of the human resource manager in replying to a member’s question, and she stepped in stating that the issue will be noted and raised more appropriately while in camera.

There were no great bones of contention, except possibly during the in camera session at the end. There were a few votes taken and for which members seemed prepared.  With presentations, members were generous in their appreciation to staff that prepared and presented the work. Opportunities for questions were not rushed.

A number of times, the Library’s strategic plan and mission were brought forth especially in dealing with technological developments affecting collection management (print vs. e-books). All there were engaged and I believe each member spoke at least once. Members who also serve on City Council were active, some addressing needs in terms of their ward but always debating the issue for the greater good.

At the end, before moving in camera, the Chair asked if any other matter was up for discussion and, seeing none, asked the audience of about 8 to leave but to please remain until called so that they could conclude the meeting then visit the Maker Space.

My overall impression was a smoothly run meeting and a few technical glitches did not allow the meeting to be sidetracked. Everyone seemed prepared, some already had questions at hand and all had an opportunity to be heard. The Chair made an effort to have eye contact with all present, even with the audience. Presenters were treated respectfully. Discussions were to the point for the most part: one slight straying off the path in my opinion but as it was of short duration, I believed the Chair exercised patience rather than calling the speaker to order.