Federation of Ontario Public Libraries

Issued November 1, 2013

Notice Of 2014 Annual General Meeting

The Annual General Meeting of the Federation of Ontario Public Libraries will take place Wednesday, January 29, 2014 – 4:30 p.m.
at the Metro Toronto Convention Centre, Toronto
(Room TBD)

The Annual General Meeting (AGM) will take place on the opening day of the Ontario Library Association Super Conference 2014.  The order of business will include:

  • Receipt of Combined Report of the Chair and CEO
  • Receipt of Treasurer’s Report, 2014 Financial Statements and Auditor’s Report
  • Approval of Auditors for the Year ending October 31, 2014
  • Receipt of Reports of Task Forces and Special Committees
  • Approval of Proposed Resolutions
  • Nominations and Elections to the Board for 2014
  • Other Business
  • Adjournment

Submission of Resolutions
Resolutions shall be prepared and submitted to the Board no later than December 30, 2013. 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.

Registration Costs
Members or Associate Members shall be required to have paid applicable annual membership fees for 2014 to be eligible to attend and vote at the AGM of the Federation. The fee schedule is based on the municipal population served, according to 2011 Census data:

Population Served Annual Fee Population Served Annual Fee
Under 5,000 $50 50,001 – 100,000 $3,000
5,001 – 15,000 $100 100,001 – 350,000 $5,000
15,001 – 30,000 $750 350,001+ $7,500
30,001 – 50,000 $1,500 Associates $500

Invoices for 2014 membership fees will be mailed separately to all existing Members in the next few days and are payable by January 15, 2014.

Date of 2nd Notice
A 2nd Notice of the AGM, containing a more detailed agenda with attachments, will be sent to Members on January 15, 2014.

Need to Utilize Proxies
The 2nd Notice will contain a revised 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.

The Board of Directors will share with Members the details pertaining to all the 2014 AGM resolutions in the proxy form on January 15, 2014.  Between Jan. 15 and 28, 2014:

a)     The member library who is not attending the 2014 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.

Questions
If Members have questions with any of the information provided in this Notice of 2014 Annual General Meeting, they should contact Federation Administrative Assistant, Susie Benes, at admin@fopl.ca or (416) 395-5638.