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)
Wednesday, January 27, 2016 – 5:30 p.m.
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 Combined Report of the Chair and CEO
• Receipt of Treasurer’s Report, 2015 Financial Statements and Auditor’s Report
• Approval of Auditors for the Year (ending October 31, 2015)
• Receipt of Reports of Task Forces and Special Committees
• Approval of Proposed Resolutions
• Nominations and Elections to the Board for 2016
• Other Business
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.
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
Under 5,000 $50
5,001 – 15,000 $100
15,001 – 30,000 $750
30,001 – 50,000 $1,500
50,001 – 100,000 $3,000
100,001 – 350,000 $5,000
Invoices for 2016 membership fees have been mailed separately to all existing Members in and are payable by January 16, 2015. If you did not receive one, please email email@example.com
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, 2016.
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 2016 AGM resolutions in the proxy form on January 15, 2016.
Between Jan. 15 and 29, 2015:
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 2016 Annual General Meeting, they should contact Federation Administrative Assistant, Monica Mixemong, at firstname.lastname@example.org or (416) 395-5638.