Issued January 15th 2016
2nd Notice of 2016 Annual General Meeting
The Annual General Meeting of the
Federation of Ontario Public Libraries
will take place at the
Metro Toronto Convention Centre, Toronto
(Room TBD)
on
Wednesday, January 27, 2016 – 5:45 p.m.
Registration opens – 5:20 p.m
The complete agenda package with attachments will also be posted 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:
Vacancies:
2016 will see one vacant position on the FOPL Board up for election within the Small & Medium caucus:
Submission of Resolutions
Resolutions shall be prepared and submitted to the Board no later than January 8th 2016. 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 2016 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 2016 membership fees have been mailed separately to all existing Members in and are payable by January 16, 2016. If you did not receive one, please email monica@fopl.ca
Date of 3rd Notice
A 3rd Notice of the AGM will be sent by email to Members on January 20th, 2016.
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.
2016 PROXY FORM
The Board of Directors will share with Members the details pertaining to all the 2016 AGM resolutions in the proxy form on/before January 15, 2016.
Between Jan. 15 and 26, 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.
Questions
If Members have questions with any of the information provided in this Notice of 2016 Annual General Meeting, they should contact Federation Administrative Assistant,
Monica Mixemong, at admin@fopl.ca or (416) 395-5638.
