Terms of Reference of the Officers

Number
Type
Approved On
Review By
Revised

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    Purpose

    The FFPL Board elects and appoints officers. The officers must ensure the proper functioning of the FFPL Board and the proper conduct of FFPL Board business, in accordance with appropriate legislation and prescribed rules of procedure.

    The officers are the Chair, the Vice-chair, the Secretary, the Treasurer and the CEO. The Chair, the Vice-chair and the CEO have signing authority for the FFPL Board. This by-law outlines the responsibilities of these officers.

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    Terms of Reference of the Chair

    1. In accordance with the Public Libraries Act s. 14 (3), the FFPL Board shall elect one of its members as Chair at its first meeting in a new term.
    2. The term of office for the Chair of the FFPL Board shall be the term of the FFPL Board.
    3. In accordance with appropriate legislation and prescribed rules of procedure adopted by the FFPL Board, the Chair:
      1. leads the FFPL Board
      2. acts as an official representative of the FFPLTC
      3. ensures the proper functioning of the FFPL Board
      4. ensures the proper conduct of FFPL Board business
    4. The Chair will:
      1. preside at regular and special meetings of the FFPL Board
      2. set the agenda in consultation with the CEO
      3. ensure that business is dealt with expeditiously and help the FFPL Board work as a team
      4. in accordance with Public Libraries Act s. 16(6), vote on all questions
      5. act as an authorized signing officer of all documents pertaining to FFPL Board business
      6. co-ordinate the CEO evaluation process
      7. share with the CEO the responsibility for conducting FFPL Board orientation
      8. co-ordinate the FFPL Board’s evaluation process
      9. represent the FFPL Board, alone or with other members of the FFPL Board, at any public or private meetings for the purpose of conducting, promoting or completing the business of the FFPL Board
      10. not commit the FFPL Board to any course of action in the absence of the specific authority of the FFPL Board
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    Terms of Reference of the Vice-Chair

    1. The election of Vice-chair shall take place at the first meeting for the term of the FFPL Board.
    2. In keeping with the Public Libraries Act s. 14(4), the FFPL Board, in the absence of the Chair and Vice-Chair, may appoint an Acting Chair.
    3. The Vice-chair will be appointed Acting Chair in the absence of the Chair.
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    Terms of Reference of the Secretary

    1. The CEO of the FFPLTC shall serve as Secretary of the FFPL Board, as permitted by the Public Libraries Act s. 15(5).
    2. The Secretary shall act as the record-keeper to the FFPL Board.
    3. In accordance with the Public Libraries Act s. 15(4), the Secretary will:
      1. conduct the FFPL Board's official correspondence
      2. keep minutes of every meeting of the FFPL Board
    4. In addition, the Secretary will:
      1. prepare the agenda prior to each FFPL Board meeting, in cooperation with the Chair
      2. distribute the agenda, with all reports and enclosures, to all FFPL Board members prior to the relevant FFPL Board meeting
      3. distribute the minutes to all FFPL Board members not less than three days prior to the next FFPL Board meeting
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    Terms of Reference of the Treasurer

    1. The CEO of the FFPLTC shall serve as Treasurer to the FFPL Board, as allowed by the Public Libraries Act s. 15(5).
    2. The Treasurer is responsible for all the financial record-keeping of the FFPL Board.
    3. In accordance with the Public Libraries Act s. 15(4), the Treasurer will:
      1. receive and account for all the FFPL Board's money
      2. deposit all money received on the FFPL Board’s behalf
      3. disburse the money as the FFPL Board directs
    4. In addition, the Treasurer will act as an authorized signing officer of all documents pertaining to the financial business of the FFPL Board.
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    Terms of Reference of the CEO

    1. In accordance with the Public Libraries Act s.15(2), the FFPL Board appoints the CEO, who shall attend all FFPL Board meetings.
    2. The FFPL Board delegates the authority for management and operations of services to the CEO.
    3. As an officer of the FFPL Board, the CEO:
      1. shall act as the Secretary and Treasurer to the FFPL Board
      2. does not vote on FFPL Board business
      3. sits ex-officio on all the committees of the FFPL Board and acts as a resource person
      4. assists and supports the FFPL Board at the presentation of the FFPLTC budget before the Municipal Council
      5. reports directly to the FFPL Board on the affairs of the FFPLTC and makes recommendations he or she considers necessary
      6. interprets and communicates the FFPL Board’s decisions to the staff
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