The FOPL Annual General Meeting at OLA Super Conference (and documents)

by | Jan 19, 2017 | FOPL News | 0 comments

Please note Important time change.
Due to a scheduling mix-up the time of the FOPL AGM must change.  Please note this in your schedule/calendars.
 
The FOPL Annual General Meeting will now occur at:
 
The Annual General Meeting of the
Federation of Ontario Public Libraries
will take place at the
Metro Toronto Convention Centre, Toronto 
(Location MTCC 202D)
on
Thursday, February 2, 2017 – 2:00 p.m.
Registration opens – 1:30 p.m
Simple Action Required by FOPL Members (you! 😁) :
1. Book the FOPL AGM into your schedule at OLA Super Conference)
2. If you can’t attend or send another member of your staff/board, then e-mail (sabram@fopl.ca), mail or fax us your proxy form (see attachment) so that we can reach quorum.
3. Read the attached documents for approval/receipt at the AGM.
Thank you
Stephen

Issued Nov. 2016

Notice of 2017 Annual General MeetingThe Annual General Meeting of the
Federation of Ontario Public Libraries
will take place at the
Metro Toronto Convention Centre, Toronto 
(Location MTCC 202D)
on
Thursday, February 2, 2017 – 2:00 p.m.
Registration opens – 1:30 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 Feb. 2, 2017 at the Ontario Library Association Super Conference 2017.  The order of business will include:

  • Approval of 2017 AGM AGENDA (Attached)
  • Receipt of Reports – FOPL Chair and Executive Director (attached)
  • Approval of 2016 AGM Minutes for Jan. 26, 2016 (Attached)
  • Approval of Treasurers Report, 2016 Financial Statements and Auditors Report, 2017 budget for the year ending Oct. 31, 2016. (attached)
  • Receipt of Reports of Task Forces and Special Committees (attached)
  • Nominations and Elections to the Board for 2017, TBC
  • Other Business
AGM documents are also made available at: https://fopl.ca/committeestask-forces/board-of-directors-2/

Board Vacancies:
2016 will see several vacant positions on the FOPL Board up for election.  Nominations Committee of the Board has proposed a slate for election at the AGM.

Submission of Resolutions
Resolutions shall be prepared and submitted to the Board no later than January 6th 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 2017 membership fees will be mailed separately to all existing Members in and are payable by January 16, 2016. If you do not receive one, please email admin@fopl.ca. 

AGM Documents
All documents will be posted and archived at www.fopl.ca

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.

2017 PROXY FORM
Also Attached

The Board of Directors will share with Members the details pertaining to all the 2017 AGM resolutions in the proxy form on January 18, 2017.

Between Jan. 18 and Feb. 1, 2017:

a)    The member library who is not attending the 2017 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 2017 Annual General Meeting, they should contact Federation Executive Director,
Stephen Abram, at admin@fopl.ca or (416) 395-0746.
 If you’ve made it this far (😁) you need to take some simple actions:
1. Book the (new time of) FOPL AGM into your schedule at OLA Super Conference)
2. If you can’t attend or send another member of your staff/board, then mail or fax us your proxy form (see attachment) so that we can reach quorum.  However, we’d love to see and update you and your fellow members at OLA Super Conference this year!
Thank you.
Cheers,
Stephen
Stephen Abram, MLS, FSLA
Executive Director, Federation of Ontario Public Libraries
FOPL FAX: 416-395-0743
Here are the documents for the meeting:

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