Governance

Marmora & Lake Public Library

Policy Type: Governance

Policy Title: Purpose and Duties of the Board

Policy Number: GOV-01

Policy Approval Date: May 9, 2018                                Previous Review: 2022

Date of Next Review: May 2026

Section 1 – Purpose of the Board

The purpose of the library board is to govern the affairs of the public library in service to the community.  This policy sets out the work of the library board and the ways in which the library board achieves its purpose.

1.       The library board oversees the development of a comprehensive and efficient public library service by:

a) developing and expressing the library board’s philosophy and values

b) articulating mission, service priorities and long-term strategy

c)  setting policies on governance and service

d) planning for further library development

e)  delegating authority to the Chief Executive Officer (CEO) for management of library operations

f)    providing direction to the CEO through board motions, policies, and plans

g)   providing feedback to the CEO through a performance appraisal process

h) securing the financial resources to achieve the intended results

i) exercising financial control

j)    advocating for library service

k)   evaluating results and assessing outcomes and impact

Section 2 – Duties of the Entire Board

1.   The library board governs effectively by:

a)  setting an annual library board agenda that reflects current goals and strategic issues

b) working proactively and making decisions that focus on the library’s future and place in the community representing the interests of the community

c)  providing opportunities for board development and training

d) working effectively as a team

e) working collaboratively with the CEO and the Council

f)  evaluating the board’s performance

g)  engaging the community in determining responsive and dynamic library service

h) behaving with integrity

Marmora & Lake Public Library

Policy Type: Governance

Policy Title: Duties and Responsibilities

Policy Number: GOV-03

Policy Approval Date: May 9, 2018                      Date of Previous Review: June 2022

Date of Next Review: June 2026

This policy sets out the obligations of individual board members of the Marmora & Lake Public Library Board

1.  Each board member is expected to become a productive participant in exercising the duties of the board as a whole.

2.  Individual members of the board are responsible for exercising a Duty of Diligence as follows:

a)  be informed of legislation under which the library exists, board bylaws, mission, vision and values

b)  be informed about the activities of the library and the community and issues that affect the library

c)  attend board meetings regularly and contribute from a personal, professional and life experience to the work of the board

d)  be prepared for all board meetings and use meeting time productively.

3.  Individual members of the board are responsible for exercising a Duty of Loyalty, as follows:

a)  adhere to the regulations of the Municipal Conflict of Interest Act. R.S.O. 1990, c. M50

b)  act in the interest of the library members and community over and above other interest group involvement, membership on other boards, council or personal interest

c)  speak with “one voice” once a decision is reached and a resolution is passed by the board

d)  represent the library positively to the community

4.  Individual members of the board are responsible for exercising a Duty of Care, as follows:

a)  promote a high level of library service

b)  consider information gathered in preparation for decision making

c)  offer personal perspective and opinions on issues that are subject to board discussion and decisions

d)  show respect for the opinions of others

e)  assume no authority to make decisions outside of board meetings

f)  know and respect the distinction in the roles of the board and the staff

g)  refrain from individually directing the Chief Executive Officer (CEO) and the staff

h)  respect the confidential nature of library service to users while being aware of, and in compliance with, applicable laws governing freedom of information

i)  resist censorship of library materials by groups or individuals

5. Board members serve without remuneration but are reimbursed for reasonable expenses incurred when acting in an official capacity.

6. The Marmora & Lake Public Library Board expects its members to understand the extent of their authority and to use it appropriately, considering the following governing style:

a)  Each board member is expected to become a productive participant in exercising the duties of the board as a whole.  As such, the Board will govern with a style that emphasizes:

● encouragement of, and respect for, diversity of opinions

● strategic leadership

● clear distinction between Board and CEO roles

● collective, rather than individual, decisions

b)  Furthermore, the Board will:

● operate in all ways mindful of its civic trusteeship obligation to the Library

● speak with one voice

● ensure continuous good governance through periodic discussion of process improvement, and through active recruitment of new members.

● monitor and discuss the Board’s performance

7.       Individual members of the board are responsible for exercising a code of conduct as follows:

a)  Board members must represent loyalty to the interests of the Marmora & Lake Library and respect the confidentiality appropriate to issues of a confidential nature.

b)  Board members must avoid any conflict of interest with respect to their fiduciary responsibility, adhering to the regulations of the Municipal Conflict of Interest Act. R.S.O. 1990, c. M50

● There must be no self-dealing or any conduct of private business or personal services between any board member and the library, except as procedurally controlled, to ensure openness, competitive opportunity and equal access.

● Each board member shall disclose to the board any personal interest which he or she may have in any matter pending before the board and shall refrain from any participation in any decision on such matter

● Board members must not use their positions to obtain employment in the organization for themselves, family members or any other person

● Should a board member be considered for employment with the library, he or she must temporarily withdraw from board deliberation, voting and access to applicable board information

c)     Board members may not attempt to exercise individual authority over the organization, except as explicitly set forth in board policies

● Board member’s interaction with the CEO or with staff must recognize the lack of authority held by any individual board member or group of board members.

● Board member’s interaction with the public, the media or any other group must recognize the same limitation and similar inability of any board member or group of board members to speak for the board, except as noted above.

● Board members will make no judgements of the CEO or staff performance, except as that performance is assessed against board policy, through the official process

Related Document:

Municipal Conflict of Interest Act, R.S.O. 1990, c. M50

Marmora & Lake Public Library

Policy Type: Governance

Policy Title: Duties and Responsibilities with Respect to Planning

Policy Number: GOV-04

Initial Policy Approval Date: May 9, 2018                       Date of Last Review: 2024

Date of Next Review: May 2028

The board shall maintain an effective planning process for the library in order to fulfill its mandate under the Public Libraries Act, RSO 1990, c. P44, s. 20(a): “A board shall seek to provide, in co-operation with other boards, a comprehensive and efficient public library service that reflects the community’s unique needs.”  This policy establishes a formal planning process.

1.  The planning process ensures that:

a)  the vision of the library board is realized

b)   the library is able to respond to changing needs and trends in the community

c)  key decision makers in the community make a long-term commitment to library services

d)  library funds are responsibly expended in a deliberate and accountable manner

e) continuity of services is maintained regardless of personnel changes in the board or employees.

2. To this end, the board shall:

a)  within its four year term, develop a formal planning document that includes the mission statements and priorities

b)  develop a cycle for reviewing and assessing:

 i. client needs in the community served by the library

ii. the services of the library in the light of client needs and feedback

iii. the priorities of the municipality

iv. current board strategic planning documents: mission statement, goals, and objectives

c)  report to the community on the library’s progress in fulfilling its plan by means of:

i. distribution of an annual report

ii. presentations to Council, service groups and community organizations

d) ensure public information and communication about the planning process and the plan are accessible to persons with disabilities.

3. Reviewing and assessing the library’s current environment will be addressed through a situational analysis which may include:

a)  Community analysis - A range of community-related information with possible implications for library service, including demographic data, municipal planning documents, and information on local agencies and services is gathered and formally analyzed at least once every our years, and the results used in the planning of library service.

b)  Consultation with users - Library users are consulted regularly concerning library service (e.g., by means of surveys, focus groups, formal and informal interviews, open houses, suggestion box, website, etc.).  The Library ensures that the invitation to comment and the feedback process are accessible to persons with disabilities by providing or arranging for the provision of accessible formats and communications supports upon request.

Marmora & Lake Public Library

Policy Type: Governance

Policy Title: Duties and Responsibilities with Respect to Financial Oversight

Policy Number: GOV-05

Initial Policy Approval Date: May 9, 2018            Date of Last Review: May 2024

Date of Next Review: May 2028

The board is accountable to the community for the library’s financial affairs. The board must ensure adequate controls are in place to manage finances and see that the library has adequate resources to deliver service and fulfill its mission. This policy sets out the board’s financial practices.

Section 1: Accountability

1. Financial year

The financial year of the Marmora & Lake Public Library shall terminate on the 31st day of December in each year.

2. Bank accounts

In accordance with the Public Libraries Act, R.S.O. 1990, c. P44 s. 15(4b), there will be an account in the name of the board in a chartered bank, trust company or credit union approved by the board.

3. Signing officers

a)  The board shall appoint three signing officers, one of which will be the treasurer.

b)  All cheques or other orders for the payment of money in the name of the Marmora & Lake Public Library Board shall be signed by two of three signing officers.

c)  The CEO shall be the signing officer for contracts with vendors and granting agencies.

4.  Budget

a)  The board, with the assistance of the treasurer, shall develop an annual operating budget showing potential revenue from all sources (province, local, donations, self-generated) and proposed expenses for library operations.

b)   The board, with assistance of the treasurer, may prepare a long-term capital budget which supports the library’s approved long-term goals.

c)   The Annual Operating and Capital budgets shall be approved at a meeting of the library board.

5.    Estimates

a) In accordance with the Public Libraries Act, s. 24(1), the board shall submit to council, annually on or before the date and in the form specified by council, estimates of all sums required during the year.

b)   The board prepares, for council approval, estimates of any capital budget requirements.

Section 2: Financial Responsibilities of Chief Executive Officer (CEO)

1. The Library CEO will be the treasurer for the library board and maintain and report on library finances.

2. The CEO will submit a copy of the audited financial statement to the provincial Ministry responsible for libraries as part of the requirements to complete the Public Library Operating Grant application, if required or upon Ministry request.

3. The CEO is authorized to operate the library within the approved library budget and shall authorize payments of all invoices and payroll within the budgeted amounts.

4. The CEO may apply for, and bind, any grants deemed appropriate for the operations of the library.

5. The CEO may accept donations of cash, in-kind, or materials to support the operations of the library.

Section 3: Financial Monitoring

1. The board monitors the finances in order to ensure that the ongoing financial position of the library is consistent with the priorities approved by the board.  The board shall monitor the monthly financial report as prepared by the treasurer, at each meeting.

2. In accordance with the Public Libraries Act, s. 24(7), the accounts of the board shall be audited, by a person appointed under section 296 of the Municipal Act, S.O. 2001, c. 25 and submitted to the council annually on or before the date specified by the council.

3. An audit may also be undertaken, upon the death, resignation, dismissal or other termination of the treasurer of the board, and at such other times as the board shall direct.

Section 4: Authorization of Reserve Accounts

1.   The CEO may authorize the annual roll-over of any unused funds or interest into an Operating Reserve Account. The library reserve accounts may not include annual provincial funding which must be spent on library services in the fiscal year received. The target for the reserve account is to maintain 5% of the operational budget annually.

2.   The library reserve accounts will be held by the library and will be credited with any interest earned on the fund balances.

Marmora & Lake Public Library

Policy Type: Governance

Policy Title: Duties and Responsibilities with respect to Advocacy

Policy Number: GOV-06

Initial Policy Approval Date: May 9, 2018                        Date of Last Review: May 2024

Date of Next Review: May 2028

The board must ensure that the community is aware of the importance of the library and that funding bodies fully understand the important role which the library plays in the community. Through its advocacy work, the board seeks to promote the profile of the library and enhance its importance to the community. This policy sets out the advocacy responsibilities of the board.

Section 1: Key points

While advocacy is important, it is also important that these efforts are done in a thoughtful way that strengthens the depth and breadth of support for libraries. Some key points:

1. The goal of advocacy is to promote awareness of the impact and value of public libraries. 

2. In the process of advocating for the library, the focus will be on the positive merits of our value.  Criticism of individuals not sharing this perspective should be avoided. 

3. Where appropriate, the library will participate in advocacy efforts with provincial and national library organizations, for example to support independent research that improves the understanding about the impact of libraries and the best practices to achieve that impact. 

4.    The timing and nature of library advocacy will be careful to avoid the appearance that specific candidates or political parties are being endorsed.

5. In general, the library’s formal advocacy efforts will focus on issues that are related to our mission as a public library. For example, efforts to influence the provincial and federal governments will focus on funding or legislation that impact public libraries or libraries in general. This does not preclude the library from participating in or supporting awareness campaigns on issues consistent with our values of respect and inclusion, or, in general, support of issues related to health and wellness and democratic participation.  

Section 2: Advocacy Strategy

1.       In pursuing its advocacy activities, the library board shall:

a)       prepare an annual advocacy plan

b)       inform council of the needs of the community, the development of library services, plans and achievements by means of reports

c)       meet with council twice a year to review progress and discuss funding needs

d)       participate regularly in activities that build relationships with individuals and organizations that share interests with those of the Marmora and Lake   Public Library

e)       identify and respond to issues, concerns and government policies that may directly or indirectly affect the Marmora and Lake Public Library and ensure that government decision-makers at all levels are aware of the value of the library and its benefit to individuals and to the community

Section 3: Roles

1.       The board chair (or delegate) shall be the official spokesperson for the Marmora & Lake Public Library on issues approved by the board.

2.     All Board members are encouraged to promote the value of the Marmora and Lake Public Library and its impact on the community. This is done by 

● Sharing stories and relevant information about library programs, services and impact. 

● Sharing information about the Board’s values, vision, and strategic plans. 

● Being an ambassador for the library and advocating consistent with this policy. 

● When requested, assisting the Board Chair in officially representing the library at meetings or other events. 

● Respecting the confidentiality appropriate to any issues of a sensitive nature and understand that it is the Chair’s role to represent and speak on behalf of the Board. 

● If contacted by the media, coordinate with the Board Chair and Library CEO to ensure appropriate information is shared. Because of their roles the Board Chair and Chief Librarian are responsible for responding to media inquiries. This role may be delegated to others, but the delegation requires the approval of the Board Chair or Chief Librarian.

3.       The Library CEO:

●  May speak on behalf of the library in matters relating to the operation and procedures of the library and may speak on behalf of the Board in cooperation with the Board Chair. 

●  Shall identify and maintain effective relationships with appropriate stakeholders such as other libraries, governments, agencies, businesses, media, non-governmental organizations, and community leaders.

●  Will periodically report to the Library Board on the status of advocacy efforts undertaken by staff, especially those which support the overall advocacy activities of the library board.

Marmora & Lake Public Library

Policy Type: Governance

Policy Title: Delegation of Authority to the Library CEO

Policy Number: GOV-07

Policy Approval Date: May 9, 2018                      Date of Previous Review: 2022

Date of Next Review: June 2026

In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, s. 15(2), the board appoints a Chief Executive Officer (CEO) who shall have general supervision over, and direction of, the operations of the Marmora & Lake Public Library and its staff. 

1.       The CEO is the board’s only link to the operation of the library and directs the CEO through:

a)   decisions made at board meetings, by majority vote

b)   approved written policies

c) approved budgets and plans

d) the CEO job description

Only official decisions of the full board are binding on the CEO. Decisions or instructions of individual board members are not binding on the CEO

2.       The CEO will:

a)       take, or approve lawful actions in the name of the library

b)      take actions consistent with the board’s mission, vision, values and policies

c)       be responsible for the employment, management and performance evaluation of all staff employed by, or on contract with, the library

d)      design, implement and manage all operational practices and activities

Related Documents:

●        Marmora & Lake Public Library.  GOV 08 – Duties and Responsibilities with respect to the Evaluation of the CEO

Marmora & Lake Public Library

Policy Type: Governance

Policy Title: Duties and Responsibilities with respect to the Evaluation of the CEO

Policy Number: GOV-08

Policy Approval Date: May 9, 2018                      Date of Previous Review: 2022

Date of Next Review: June 2026

It is the board’s responsibility to appoint a qualified and competent individual as the Chief Executive Officer (CEO).  The board oversees the performance of the CEO and supports the CEO’s development.  As part of this process the board conducts a formal annual performance appraisal of the CEO.  This process facilitates bilateral communication between the board and the CEO and ensures that the board’s priorities are being achieved. This policy sets out the basis for the CEO evaluation.

1.       The CEO’s performance will be evaluated after the first six months for a new hire, and annually thereafter. The board shall:

a)  have a written job description which states the overall responsibilities of the CEO

b)  appraise the CEO’s performance based on the job description, relevant competencies, progress towards achieving the board’s priorities, and compliance with board policies.

2.       Information collected to assess the performance of the CEO may include:

a)  the annual report from the CEO on outcomes of the previous year’s activities

b)  data on measures such as circulation, membership, program statistics, collection development etc.

c)  invite the CEO to be an active participant in his/her own appraisal

3.       Competencies on which the CEO is evaluated may include, but not be limited to general supervision of the library and leadership qualities.

4.       In the event that the CEO’s performance needs improvement, the Board must clearly state where progress must be made and will:

a)  offer training and/or mentoring opportunities to address specific issues

b)  re-evaluate the performance of the CEO, in six months.

Related Documents:

●        Marmora & Lake Public Library. GOV-07 - Delegation of authority to the Chief Executive Officer

●        Marmora & Lake Public Library. CEO Job Description

Marmora & Lake Public Library

Policy Type: Governance

Policy Title: Policy Development

Policy Number: GOV-09

Policy Approval Date:  May 9, 2018                      Date of Review: 2022

Date of Next Review: May 2026

In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, s. 3(3), the Marmora & Lake Public Library is under the management and control of the library board.  The library board has the sole authority and responsibility for establishing policy.  This policy directs the library board to develop and monitor policies.

Policies set the framework for the governance and operations of the library and provide direction to library board and employees.  The policies are the tool for achieving the library’s purpose and advancing the mission.  Board members and employees are responsible for knowing, understanding and complying with the policies of the Marmora & Lake Public Library.

Section 1: Types of Policies

1.    The work of the library is guided by policies in four areas:

a)  Foundation policies which record the board’s decisions on vision, mission, and values

b)  Board bylaws which establish the organizational structure of the library board and how it does business

c)  Governance policies which define the responsibilities and regulate the work of the library board

d)  Operational policies which regulate the services and day-to-day operations of the library

Section 2: Responsibilities

1.     The library board will:

             a)  establish a schedule to review existing policies and will integrate this schedule into the board              

                  meeting agendas

             b)  ensure that policies comply with the Public Libraries Act, any applicable municipal bylaws,

                  provincial and federal legislation

             c)   where appropriate, delegate the development of operational policies to employees

Section 3: Policy Approval

1.     The library board will:

a)  upon request, will receive all policy changes, in draft, seven days prior to the next scheduled board meeting

b)  introduce a new policy or policy change through a motion at a duly constituted board meeting

                     c) approve all policies at a duly constituted board meeting

Section 4:  Policy Distribution

1. All policies should be documented in a standard format; numbered according to policy type and include the date of approval and the date of the next review.

2.  The library board will:

a)  include approved policies in the Marmora & Lake Public Library Policy manual

b)  ensure that all board members and employees have access to the policy manual

c)  post policies on the library’s website, when appropriate

Section 5: Considerations

1.  The initiative to develop a new policy or to revise an existing policy can come from several sources:

a)  the Chief Executive Officer

b)  a member of the board

c)  the council

d)  government

e)  a member of the public

Related Documents:

Public Libraries Act, R.S.O.1990, c. P44