Issued November 30th, 2017
1st Notice of 2018 Annual General Meeting
The Annual General Meeting of the
Federation of Ontario Public Libraries
will take place at the at OLA Super Conference
Metro Toronto Convention Centre, Toronto
Thursday, February 1st, 2018 – 4:00 p.m.
Registration opens – 3:30 p.m
The complete agenda package with attachments will also be posted and updated on www.fopl.ca
The Annual General Meeting (AGM) will take place on the opening day of the Ontario Library Association Super Conference 2016. The order of business will include:
- Receipt of 2018 AGM AGENDA
- Receipt of Reports – FOPL Chair and Executive Director
- Receipt of Treasurer’s Report, 2017 Financial Statements and Auditor’s Report Including Approval of Auditors for the Year (ending October 31, 2018)
- Approval of 2017 AGM Minutes
- Receipt of Reports of Working Groups and CELUPL
- Indigenous Library Partnerships Working Group
- Marketing and Communications Advisory Working Group
- Government Relations Working Group
- Library Provincial People Capacity Working Group
- Approval of Proposed Resolutions
- Nominations and Elections to the Board for 2016, TBC
- Other Business
[A limited number of Board documents will be available at the AGM. As they are received they will be loaded on to our FOPL website here for downloading – http://fopl.ca/committeestask-forces/board-of-directors-2/]
2018 will see vacant positions on the FOPL Board up for election.
|Large Urban Caucus CEO
|Francophone Caucus Trustee
|Rural Caucus Trustee
Submission of Resolutions
Resolutions shall be prepared and submitted to the Board no later than January 8th 2018. Resolutions, other than resolutions proposed by the Board, may not exceed 200 words in length, and shall be signed by the presiding officer and the secretary of the submitting body. Members, Associate Members, and the Board may submit resolutions to the AGM.
Emergency resolutions shall have the same requirements as regular resolutions, respective of word length and signatories. Emergency resolutions may be presented to the AGM where the matter provoking the resolution could not reasonably have been known by the submitting body more than 30 days prior to the AGM, subject to the approval of the Board.
By-law amendments shall be regarded as resolutions, but must be approved by a two-thirds majority of those Members present and voting at the AGM.
Members or Associate Members shall be required to have paid applicable annual membership fees for 2018 to be eligible to attend and vote at the AGM of the Federation. The fee schedule is based on the municipal population served:
||50,001 – 100,000
|5,001 – 15,000
||100,001 – 350,000
|15,001 – 30,000
|30,001 – 50,000
Invoices for 2018 membership fees have been mailed separately to all existing Members in and are payable before January, 2018. If you did not receive one, please email firstname.lastname@example.org.
A reminder of the AGM will be sent by email to Members before January 26th 2018.
Need to Utilize Proxies
This notice contain a proxy form that allows Members to specify how their proxies are to vote on specific resolutions described and circulated prior to the AGM. The proxy form is designed to provide Members who, for whatever reason, cannot attend the AGM, with a method of participation in the meeting. Proxies also ensure that quorum is achieved for this very important meeting. The AGM is the only cost effective opportunity to deal with critical, legally-required business each year. Therefore, it is crucial that absentee Members exercise their right to utilize proxies, to ensure the AGM can be duly constituted and proceed without delay.
2018 PROXY FORM
The Board of Directors will share with Members the details pertaining to all the 2018 AGM resolutions, if any, in the proxy form before January 31, 2016:
a) The member library who is not attending the 2016 AGM can select one member of the Federation Executive (representing different caucuses) or any other Federation Director or delegate attending the AGM to be their proxy holder.
b) A Federation director or delegate who is attending the AGM can approach another member library who is not attending the AGM to seek approval to be their proxy holder.
If Members have questions with any of the information provided in this Notice of 2018 Annual General Meeting, they should contact your FOPL Administrative Assistant, Helen Morrison, at email@example.com or (416) 395-5638.