COMMUNICATION & COUNSEL€¦ · Doc. 6 2011 Strategic Work Plan Year-End Update March 5, 2012 Page 1 of 24 6 COMMUNICATION & COUNSEL

Doc. 6 2011 Strategic Work Plan Year-End Update March 5, 2012 Page 1 of 24

6

COMMUNICATION & COUNSEL

Subject: 2011 Strategic Work Program Year-End Update

Year End Status Update to December 31, 2011 Prepared by: Elaine Condos, Acting City Librarian and CEO Prepared for: Ottawa Public Library Board Meeting of: March 5, 2012 Date of preparation: February 22, 2012

Background: The 2011 Strategic Work Program (SWP) was presented to the Board at the April 2011 board meeting and a mid-year update was presented at the October 2011 Board meeting. The plan was based on the Board’s mission statement, five strategic directions and core values. The attached is a final draft report on achievements towards objectives/priorities. It also indicates when elements of some objectives have been advanced to the 2012 strategic work program currently in development. The Program: The SWP is based on the library’s mission and core values. In 2011, the Library’s mission was to build a strong Ottawa community by supporting literacy and lifelong learning, fostering inspiration and enjoyment and connecting peoples to each other and the world. The OPL’s five strategic directions were:

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

Attachment: 2011 OPL Strategic Work Program – Year End Update to December 31, 2011

Doc 6 2011 Strategic Work Program- High Level Version Mid-Year March 5, 2012 Page 2 of 24

Strategic Work Program Programme de travail stratégique

2011 High Level Version

Version de niveau supérieur YEAR-End UPDATE

To December 31, 2011 / à 31 décembre, 2011

Presented on March 5, 2012 / Présenté le 5 mars 2012


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 so 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 December 31, 2011

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

• Develop a multi-year service strategy, including costing Carry over 2012

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

Completed; 2-year contract to March 31, 2013

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, 2011)

• 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; OPL partnering with Carleton U School of Public Policy to define evaluation strategy Q1/2012

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


A3 Be Virtual: enhance technology based access and services Core

Value Status to December 31, 2011

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 completed Fall 2011

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

• 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; implementation Q1/2011

• 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 Carry over Q2/2012

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

• Mobile strategy for handheld devices for OPL content Completed; iPhone app released Q1/2011; platform independent mobile site and Android app released July 2011

• Develop Teen website strategy Completed; Teen site part of new OPL web re-design Q1/2012

A3.05 Participate in the City of Ottawa VOIP project (voice over Internet protocol) 2,4,5 Carry over 2012

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 ALA publication of 2nd edition of Every Child Ready to Read being translated into French; OPL participated in national study- results due 2012; staff training scheduled for 2012

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

• Every Child Ready To Read (ECRR) See A4.02


• 123 Read With Me See A4.02

A4.04 Implement the 2011 Collection Development Plan 2,3,7 Completed

A4.05 Develop the 2012 Collection Development Plan 2,3,7 Carry over Q1/2012

A4.06 Strengthen adult programming 1,3,7 To be included as part of the Adult system-wide programming committee work; staff hired in November; System-wide programming approved strategy

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 Status to December 31, 2011

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; reviewed by Governance and Audit Committee Oct 2011; carry over Q1/2012

• 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 Completed; Tri-Board meeting held Sept 12 2011

• 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 2011

• 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 Community Groups/Organizations • Algonquin College (Library and Information Technician

Prog): OPL member of the Advisory Committee; attended career fair meet and greet

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

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

Development (presentations twice a year); o YMCA Employment Group staff Presenation

• OPL memberships in the following Business Associations


o Regroupement des gens d’affaires (networking sessions)

o Orléans Chamber of Commerce (participation in their trade show upcoming in November; presentation scheduled for January 2012)

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

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

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

• Children and youth agencies: o OPL co-Chairs newly formed Growing Up Great

Community Network (formerly Success by 6 and Ottawa Coalition for Children and Youth)

o Family Literacy Day Planning Committee o Rainbow Youth Coalition o Best Start o Youth Engagement Strategy Committee o Kids Lit Gala Planning Committee

• Presentations on West District made to the Hazeldean and Beaverbrook Community Associations • Met with 5 Settlement Agencies • Board member of Ottawa Community Coalition for Literacy (OCCL) • 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. City of Ottawa • Presentation on OPL services to Municipal Services Table • OPL is member of the City’s Aboriginal Working Committee • Member of City’s Older Adult Plan Steering Committee • OC Transpo ODSP Bus Pass • OC Transpo Presto Card • Attended City Rural French Language Services review Nov

2011 • Met with Housing Services Branch representative and the

Outreach Networking Group, including Centre 507 National and Provincial Initiatives • Staff attended OLA Board meetings and AGM; attended ABO-Franco meeting • OPL memberships in the following Associations

o OPLA Child and Youth Services Committee


o TD SRC National Creative Committee o TD SRC Francophone Planning Committee

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

1,2,10 Completed; All new Shared Service Agreements for 2012 signed in Q4/2011

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; funding secured to continue project throughout 2012-2013

B2 Improve and streamline OPL’s business models and processes Core Value Status to December 31, 2011 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 Apr 2011

• 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 (Older Adult) Steering Committee OPL contributed information as required; OPL staff on steering committee

• Information Technology sub-committee of Council OPL presentation to committee in Oct 2011

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

Carry over 2012

B2.03 Participate in City of Ottawa’s Community Development Framework (CDF) 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 Diversity and Accessibility Services participated in: May Fair (Farley Mowatt School) May 2011; Touch-A-Truck June 2011; Launch of Ottawa Newcomers Strategy June 2011;


Asian Heritage Day May 2011; Pride Parade Aug 2011; Senior Summit Oct 2011; Accessibility Day Dec 2011

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 May 2011; received by OPL Board Dec 2011

• Prepare submission for OPL inclusion in City’s LRFP Completed

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 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 Carry over Q1/2012

• 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

Carry over 2012; pending final occupancy plan for 5th Floor

• Survey Main Library users Carry over 2012

C1.06 Determine need, options and schedule to replace Bookmobile #1 1,2,3,9 Carry over 2012; pending 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 Nepean Centrepointe, Ruth E. Dickinson, Greely and Vanier completed

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

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

Core Value Status to December 31, 2011

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 2011

• Keep Facilities Planning Committee apprised of key developments Facilities Planning Committee received status updates at all meetings

C2.02 Evaluate kiosk pilot project at Riverside/Hunt Club Community Centre 1,2,4,5,9 Completed

C2.03 Complete evaluation of Sunnyside depot 1,2,4,5,9 Completed

C3 Reduce the barriers to service Core Value Status to December 31, 2011 C3.01 Implement AODA (Accessibility for Ontarians Disability Act) provincial

standards 1,2,5,7,9 Carry over 2012

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

• ISF project libraries (Sunnyside, Vanier, Alta Vista, Greely, Ruth E. Dickinson, Vernon)

Completed

• New Library and Technical Archives Facility Completed

• Centennial (accessible book drop) Completed

• Richmond (ramp/parking lot) Completed

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 Carry over 2012

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

Completed; Board received report Dec 11

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

Not included in LRFP IV Part 1 (2012-2014) as per Council guidelines

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 completed

D1.03 Develop plan for 5th

(Nepean Centrepointe) spaces floor, Materials Delivery Space in B1 and West Wing 1,2,4,5,7,9,10 Planning in progress; furniture being secured; Service

Delivery staff relocated to Tallwood facility; West Wing changes being implemented Q1/2012

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; completed action on next three priorities: selection process; job rotation, performance reviews-PDPs

• Review and revise OPL staff recognition program Policy on retirement recognition completed and approved; carry over full recognition program review to 2012


• Implement first OPL co-op student program in Summer 2011 Completed; one student placed at OPL for Summer 2011; report developed to recommend 2012 placement

E1.02 Implement the Service Excellence training program 1,2,4,5,7,9,10 SE training module implemented March-May 2011; training ongoing

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 completed

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 Q4/2011 to be completed 2012

E1.06 Action the 2011 Joint Occupational Health and Safety (JOHS) committee objectives

1,2,4,5,7,9,10 Health and Safety training updated; fire plan completed; earthquakes added to Emergency booklet completed; monthly quick tips ongoing; communication plan on Incident Reports carry over 2012

E1.07 Develop a strategic communications plan for staff (internal) 2,5,9,10 Plan developed; implementation carry over 2012

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 completed

E2.02 Implement and evaluate Pocket Circ Pilot project 2,5,9 Pocket Circ pilot project testing completed

E2.03 Implement and evaluate Collections HQ technology 1-10 Evaluation completed; report due Q1/2012

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

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

1-10 Completed; business case including financials

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 reviewed Ends policy in fall 2011; measurements TBD in Q1-Q2/2012

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

Usage measures reviewed; report completed for 2011; new recommendations for 2012 required with introduction of Balanced Scorecard

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

Research initiated and training for lead planner completed; report to Board Q2/2012


E3.02 Implement approved recommendations from the Risk Management pilot project

2,5,9 Report scheduled for board in Q1/2012

E3.03 Continue Organizational Transformation

1-10

• Complete Wave 2 of the Strategic Organizational Review Digital Services; Innovation and Continuous Improvement; Lifelong Learning and Literacy completed; review and revision of committee structure completed

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

• Recommend updating of the Service Delivery Framework Initial report completed April 2011; carry over 2012 to receive direction from 2012-2015 strategic priorities

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

E3.05 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 not required

• Increase multi-year capital budget Part of 2012 budget planning

E3.06 Improve and implement 2012 Budget Process 1-10 Completed

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

Communications and Community Relations (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 Communications and Community Relations (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 June 4 2011 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 Cancelled

• 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; 1 award presented in Fall

• Governance and Audit Standing Committee 6 meetings held

• Facilities Planning Standing Committee 5 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 Sept 22 2011; engagement process to begin Oct 2011; final report approved by Board Dec 2011

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

2,5

• OPL Foundation Board; liaison Trustee Armit Completed; Trustee Armit continues as OPLF member

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

• FOPL: Liaison and Chair Trustee Bennett Completed; Trustee Bennett currently serves as Chair of the Federation Board

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 RFID priorities for 2012 capital funding

• 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 piloted

• 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 • Pot-Pourri 2011 Book Launch • Kid’s Lit Gala • Hazeldean Branch 30th

• Library Settlement Program Main Library Anniversary


• North Gower 120th

• Talk Like A Pirate Day Anniversary

• OPL-F Literary Gala


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

Documents

COMMUNICATION & COUNSEL€¦ · Doc. 6 2011 Strategic Work Plan Year-End Update March 5, 2012 Page 1 of 24 6 COMMUNICATION & COUNSEL