OPL Board: Overview

Round board table and chairs at Col. By Room in City Hall

Introduction

In Ontario, public libraries are created by municipal by-laws and governed by public library boards, as outlined in the Public Libraries Act.

The OPL Board consists of nine (9) trustees: four (4) councillors and five (5) members of the public. After each municipal election, City Council appoints the Library board trustees to serve a four (4) year term, consistent with that of Council. For information about recruitment, please consult the City of Ottawa web page, “Committees and Boards - Recruitment.”

Board meetings

The OPL Board meets monthly, eight (8) months of the year. Meetings are typically held on the second Tuesday of the month, at 5 p.m.

The OPL Board welcomes public input and feedback on Library services. Board meetings are open to the public (except for in camera items).

Dates, agendas, and reports for upcoming regular meetings are released and available on the website five (5) calendar days prior to the meeting date. Documentation for special meetings are available one (1) calendar day prior to the meeting date. These timelines and other information are outlined in the OPL Board Rules of Procedure By-law. 

Board meetings occur at City Hall and are livestreamed to OPL's YouTube channel. A short summary of the meeting is posted on the website within 48 hours following the meeting, and the complete draft minutes are available five calendar days before the following meeting.

Addressing the Board

Members of the public may address the Board by:

  1. Delegation: As per the OPL Rules of Procedure By-Law, Section 40, members of the public may make a delegation to the Board. Delegations may be made in person or electronically (either by Zoom or phone).

    Delegates must provide written notice of their request to make a delegation by filling out the Request to speak form.
    1. Electronic delegations: Delegates who wish to attend electronically (by Zoom or phone) must submit their request by 1:00 p.m. on the day of the meeting. If a delegate wishes to attend electronically but does not have access to required technology, they may book an OPL small meeting room in advance to make their delegation. Please contact Board@BiblioOttawaLibrary.ca at least two (2) business days in advance of the meeting for more information regarding this option.
    2. In-person delegations: Delegates who wish to attend in person may submit their form any time before the start of the meeting; any visuals or presentations must be shared with staff by email (Board@BiblioOttawaLibrary.ca) by 1:00 p.m. on the day of the meeting.
  2. Communication: As per the OPL Rules of Procedure By-Law, the CEO conducts the Board’s official correspondence as secretary and members of the public may send communications to Board@BiblioOttawaLibrary.ca. Correspondence may contain governance, strategic, policy, operational, or other matters. The Chair and CEO shall determine the appropriate handling of communications, including whether the matter should be referred to the Board, a committee of the Board, the CEO, or another appropriate official for review, response, other actions, and reporting as appropriate. Particulars of the communication, potentially including the names of individuals, may form part of the public record.

By-law

Revision approved by the Ottawa Public Library Board on November 8, 2022

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