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Bylaws


Statement of Purpose

The Township of Ramara Public Library is a community institution, governed by the Public Libraries Act, 1990, which collects, organizes, preserves and disseminates materials which the community itself perceives to be important. The Ramara Public Library belongs equally to every person in our community regardless of economic, religious, ethnic or political status. The function of our Library is to provide impartial access to information, ideas, literature and other aspects of culture in a form and at an intellectual level appropriate to each individual's needs. By doing so, the Library provides local residents with materials and program conveying ideas and information necessary for modern life.The aims of the Township of Ramara Public Library are:

Facilities: To provide comfortable, permanent library facilities which are open at times consistent with the needs of the community and which is accessible to everyone.
To, in co-operation with local council, develop library facilities and services, in keeping with population growth and changing community needs.
Staff: To have a well-trained, public-oriented, knowledgeable staff
Patrons: To serve, without charge, all residents of Ramara Township
To provide library services to non-Ramara Township residents according to the terms and conditions laid out herein.
Services: To provide all traditional public library services free of charge to any registered patron.
To extend the use of the Library's facilities and services beyond the traditional role, and maintain a schedule of charges for same.
To make information readily available by providing adequate resources and/or by linking the patron to appropriate external sources of information.
Collection: To collect, preserve and administer print and non-print materials of an educational, cultural and recreational nature based on the needs and interests of the community.
To serve the community as a centre of reliable information.
To provide opportunity and encouragement for further education.
To organize the collection in a logical manner according to a recognized system.Byl-1 Statement of AuthorityThe Township of Ramara Public Library is established in accordance with the Public Libraries Act, revised Statutes of Ontario, 1990, chapter P.44, Chapter 27., Sched. and is under the management and control of the Township of Ramara Public Library Board which is a corporation operating under the authority of the Act.The Township of Ramara Public Library Board recognizes that the Act sets out procedures for the appointment of members of the Board, the qualifications of members, term of membership, disqualification of members, and vacancies on the Board.
Byl-2 Purpose of the Board The Township of Ramara Public Library Board shall seek to provide a comprehensive and efficient public library service that reflects the community's unique needs.

The Township of Ramara Public Library Board:

    1. bears legal responsibility for the Ramara Public Library
    2. determines and adopts written policies to govern the operation of the Board and library
    3. understands the library-related needs of the community
    4. determines the goals and objectives of the library and secures adequate funds to fulfil these goals
    5. fixes the dates and times for regular meetings of the Board and the mode of calling and conducting them, and ensures that full and correct minutes are kept
    6. makes provision for insuring the Board's real and personal property
    7. takes proper security for the Treasurer
    8. appoints a competent and qualified Chief Executive Officer; evaluates and fixes the rate of pay of the CEO, and if necessary, dismisses the CEO
    9. works with the CEO to prepare a budget adequate to carry out the library's goals and objectives and presents this budget to municipal council
    10. ensures that the library is operated in accordance with the Public Libraries Act, R.S.O.1990, chapter P.44 as amended, Chapter 27., Sched.
    11. Approves and submits all reports required or requested by the Municipal Council or Government of Ontario

Byl-3 Orientation of Members of the Board

The Chief Executive Officer shall ensure that all new Board members, before their first Board meeting, receive an introduction to the library, its facilities, staff and services.Each Board member shall receive the current Trustee Training Kit produced by the Library Trustee Development Program. Local information shall be inserted into this kit, including:

    1. the library's by-laws and policy statements
    2. guidelines for the position of library trustee
    3. the library's current budget
    4. the library's latest audited financial statement
    5. the names, addresses and telephone numbers of other members
    6. a package of materials from the previous meeting (minutes, reports, etc.)
    7. job descriptions of employees and current staff list

Byl-4 Meetings of the Board

The Chief Executive Officer shall call the inaugural meeting of the Township of Ramara Public Library Board in each new term upon receipt of the confirmation of appointments from the Municipal Clerk and a by-law from the Municipal Council.

The annual meeting of the Ramara Public Library Board shall be held in February of each year. The Secretary shall preside and conduct the elections for the position of Chairperson and Vice-Chairperson in accordance with Robert's Rules of Order and the Municipal Act of Ontario. The Chairperson shall assume the chair for the appointment of committee members.

Regular meetings of the Ramara Public Library Board shall be held at 6:30 p.m. on the first Wednesday of each month from January to June and September to December, unless such day shall be a legal, public or civic holiday, in which case the Board shall meet at the same hour on a date agreed upon at the preceding meeting of the Board. Regular meetings will be held at the Brechin and Atherley locations.

The Chairperson or any two members of the Board may summon a special meeting of the Board by giving each member reasonable notice, specifying the purpose for which the meeting is called which shall be the sole business transacted at the meeting.

Despite any other Act, Board meetings shall be open to the public, except where the Board is of the opinion that intimate financial or personnel matters may be disclosed.

When the Board determines that matters should be dealt with in the absence of the public or a staff member, a motion to move into in-camera session must be moved, seconded and approved by a majority vote. Motions to move in-camera are not debatable. At the conclusion of the in-camera session, a motion must be moved, seconded and approved by a majority vote to return to public session. A motion to confirm any motions approved during the in-camera session shall be made.

Byl-5 Attendance at Meetings

Regular attendance of all Board members at Board meetings is vital to the satisfactory conduct of Board business. In the event that a member must be absent from any meeting, that member shall notify the Secretary prior to the day of the meeting.Should a member be absent for three (3) consecutive meetings, the Board shall consider the circumstances of the absence and either:

    1. notify the Municipal Council that the seat is vacant, or
    2. pass a resolution authorizing that person to continue as a Board member until the next meeting.

Byl-6 Chairperson of the Board

The Chairperson of the Township of Ramara Public Library Board acts as an official representative of the library and in a leadership role to the Board, ensures the proper functioning of the Board and the proper conduct of Board business, in accordance with appropriate legislation and prescribed rules of procedure.In addition, the Chairperson is responsible for:

    1. Presiding at regular and special meetings of the Board in accordance with the Public Libraries Act, R.S.O., 1990, chapter P.44 and other relevant legislation, and with the rules of procedure adopted by the Board.
    2. Serving as an ex-officio member of all Board committees.
    3. Acting as an authorized signing officer of all documents pertaining to Board business.
    4. Representing the Board, alone or with other members of the Board, at any public or private meeting for the purpose of conducting, promoting or completing the business of the Board.
    5. Determining the responsibility of committees to deal with matters which arise where it is unclear which committee has responsibility, subject to eventual confirmation by the Board.
    6. Ensuring that vacancies on Board committees are filled as expeditiously as possible.
    7. Advising the Vice-Chairperson, if for any reason, the Chairperson is temporarily unable to perform these functions.

The Chairperson shall not commit the Board to any course of action in the absence of the specific authority of the Board.The term of office for the Chairperson of the Township of Ramara Public Library Board shall be three years. The election shall take place at the inaugural meeting of the Board.

Byl-7 Vice-Chairperson of the Board

In the absence of the Chairperson, the Vice-Chairperson of the Township of Ramara Public Library Board acts as an official representative of the library and in a leadership role to the Board, ensures the proper functioning of the Board and the proper conduct of Board business, in accordance with appropriate legislation and prescribed rules of procedure.

In addition, the Vice-Chairperson is responsible for:

  1. Exercising all powers and performing all duties of the Chairperson, in the absence of the Chairperson.
  2. Exercising such powers and duties as may, from time to time, be assigned by the Board.

The term of office of the Vice-Chairperson of the Township of Ramara Public Library Board shall be three years. The election shall take place at the inaugural meeting of the Board.

Byl-8 Chief Executive Officer of the Board

    1. The Board shall employ a Chief Librarian who shall be the Chief Executive Officer of the Board but is not a voting member of this Board.
    2. The Chief Executive Officer may serve as Correspondence Secretary-Treasurer of the Board.
    3. The Board shall establish a job description, hours of work, salary and benefits for the position.
    4. The job description shall clearly list the duties assigned to the position and establish the reporting relationships of the Chief Executive Officer.
    5. The Board shall conduct an annual evaluation of the performance of the Chief Executive Officer to aid in setting objectives for the next year.

Byl-9 Order of Proceedings

Meetings shall be called to order as soon after the hour fixed for a meeting as a quorum is present.

The presence of a majority of the board is necessary for the transaction of business at a meeting.@ Public Libraries Act R.S.O. 1990 chapter P.44 Section 16(5)

As the Ramara Public Library Board is composed of nine members, five or more members shall constitute a majority of the members of the board. No business of the board shall be transacted except at a meeting where the majority of the board is present.

Where a quorum is not present within thirty minutes after the hour fixed for a meeting, the Secretary shall record the names of the Board members present and the meeting shall stand adjourned until the next meeting or until a special meeting is called.

If notified by a majority of board members of their anticipated absence from a meeting, the Secretary shall notify all members of the Board that the meeting is cancelled.

In the absence of the Chairperson, the Vice-Chairperson shall preside.The order of business for all regular meetings of the board shall be as follows:

    1. Call to order
    2. Approval of the agenda
    3. Declaration of any conflicts of interest
    4. Minutes of the preceding meeting
    5. Business arising from the minutes
    6. Correspondence
    7. Chairperson's remarks
    8. Treasurer's report
    9. Chief Executive Officer's report
    10. Council's report
    11. Committee reports
    12. Other business
    13. Date of the next meeting
    14. Adjournment

All business shall be dealt with in the order of the agenda unless otherwise decided by the Board.

Byl-10 Conduct of Proceedings

It shall be the duty of the Chairperson of the Township of Ramara Public Library Board to:

    1. Open meetings of the Board by calling the members to order
    2. Announce the business before the Board in the order of which it is to be acted upon
    3. Receive and submit in the proper manner, all motions presented by the members of the Board
    4. Put to vote all motions which are moved and seconded in the course of proceedings, and to announce the results
    5. Decline to put to vote motions which infringe the rules of procedure
    6. Restrain the members, when engaged in debate, within the rules of order
    7. Enforce the observance or order and decorum among the members
    8. Exclude any person from a meeting for improper conduct
    9. Authenticate, by signing, all by-laws, resolutions and minutes of the Board
    10. Inform the Board, when necessary or when referred to for the purpose, in a point of order or usage
    11. Represent and support the Board, declaring its will, and implicitly obeying its decision in all things
    12. Receive all messages and communications and announce them to the Board
    13. Appoint members to committees
    14. Ensure that the decisions of the Board are in conformity with the laws and by-laws governing the activities of the Board

Byl-11 Rules of Debate

In directing the course of debate, the Chairperson shall:

    1. Preserve order and decide questions or order
    2. Designate the member who has the floor when two or more members wish to speak
    3. State all motions presented or require the Secretary to read the motion before permitting debate on the question
    4. Put the question to a vote when all members wishing to speak to it have spoken or when further debate will not serve to advance the business before the Board.
    5. In addressing the Board, no member shall:
    6. Speak beside the question in debate
    7. Reflect upon any prior determination of the Board except to conclude such remarks with a motion to rescind such determination
    8. Interrupt the member who has the floor except to raise a point of order
    9. Speak more than once to the same question except upon the consideration of a report referred by a committee to the Board for a decision, in explanation of a statement when may have been interpreted incorrectly, or with permission of the Board after all other members so desiring have spoken

Any member may require the question or motion under discussion to be read at any time during the debate.

Every member present, when a question is put, shall vote thereon unless a member has declared a conflict of interest. A member who refuses to vote shall be deemed to vote in the affirmative.

Byl-12 Motions

  1. A motion must be seconded before it can be debated, put to vote or recorded in the minutes.
  2. After a motion has been properly moved and seconded, it can only be withdrawn by resolution approved by the Board.
  3. A motion properly before the Board must receive disposition before any other motion to amend, adjourn, extend hour of proceedings, or on a matter or privilege.
  4. Only one motion to amend the main motion shall be allowed.
  5. A motion to adjourn is not debatable, cannot be amended, and, if resolved in the negative, cannot be made again until after some immediate proceeding shall have been completed by the Board.
  6. A motion for reconsideration of a question which has been decided upon but not acted upon may be made at any time by a member who voted on the question with the majority and until the motion for reconsideration has received disposition no further discussion of the question shall be allowed.

A motion containing distant proposals may be divided with agreement of the Board.

Byl-13 Voting on Motions

    1. The Chairperson may vote with the other members of the Board upon all questions.
    2. Any question on which there is an equality of votes, for and against, shall be deemed a negative vote.
    3. Only committee members may move and second motions and vote in committee meetings. All Board members may participate in discussions of matters before the committee.
    4. A separate vote shall be taken upon each proposal contained in a question divided with the approval of the Board.
    5. Voting shall normally be by show of hands.
    6. Upon the request of a member who was present when the question was stated, a recorded vote shall be taken.
    7. As the CEO is not an appointed Board member, the CEO does not cast a vote.

Every member present, when a question is put, shall vote thereon unless a member has declared a conflict of interest. A member who refuses to vote shall be deemed to vote in the affirmative.

Byl-14 Committees of the Board

The Board may, at the annual meeting, appoint the following standing committees:

    1. 1. Finance and Personnel
    2. Planning and Policy
    3. Public Relations
    4. Any other reasonable, required committee which would follow within the guidelines of the procedures manual

The Ramara Public Library Board shall be responsible for establishing Terms of Reference and specific duties for each committee it develops.

At the first meeting of each committee each year, a Chairperson shall be elected from the committee members appointed.

The Chairperson of the Board shall be an ex-officio member of all committees.

Meetings of committees may be called by the Chairperson of the committee or by a majority of the members of a committee.

Committees shall operate with the terms of reference established and approved by the Board. The terms of reference may be amended on a 2/3 majority vote by the Board.

Byl-15 Financial Year

The Financial year of the Township of Ramara Public Library Board shall terminate on the 31st day of December in each year.

Byl-16 Signing Officers of the Board

The Board shall appoint three signing officers: the Treasurer, the Chief Executive Officer and the Chairperson.

All cheques or other orders for the payment of money in the name of the Township of Ramara Public Library Board shall be signed by any two signing officers.

Byl-17 Bank Accounts

Bank accounts required for the business of the Board shall be opened in the Board's name by the Treasurer in branches of chartered banks, trust companies or credit unions as the Board may from time to time determine by resolution.

Byl-18 Reimbursement of Expenses

The Township of Ramara Public Library Board shall, upon submission of documentation, reimburse its members & staff for proper traveling expenses at a rate of $.35/kilometre and other approved out-of-pocket expenses, as incurred in carrying out their assigned duties as staff and members of the Board.

Byl-19 Audit

The accounts of the Board shall be audited by auditors appointed by the Municipality at the conclusion of each financial year, upon the death, resignation, dismissal or other termination of the Treasurer of the Board, and at such other time as the Board shall direct.

The Secretary of the Board shall annually receive copies of the Library's audited financial statement from the Municipality, distribute a copy to each Board member and the CEO, and file two copies with the Library's official records.

Byl-20 Amendment of By-Laws

A motion to amend or remove a by-law of the Township of Ramara Public Library Board shall require a majority vote of at least two thirds of the members in order to be carried, providing that notice shall have been given at the previous meeting of the Board.