Board Policy – Conduct of Board Meetings

Policy Statement

Fraser Valley Regional Library is committed to ensuring Library Board meetings are effective and efficient.

Purpose

To provide a framework for the orderly and proper conduct of Library Board meetings.

Scope

All meetings of the Board.

Requirements of the Library Act

  1. Officers of the Board shall be elected at the first meeting of the year.
  2. A schedule of regular Board meetings for the year shall be approved at the first meeting of the year.
  3. Special meetings may be called by the Chair or by any 2 members, by notifying all the members in writing at least 5 days in advance of the meeting and by stating the purpose of the meeting.
  4. A quorum shall be a majority of all the members.
  5. The Library Board must meet at regular intervals at least 4 times a year.

Agendas

Prior to each Library Board meeting, the Chief Executive Officer shall prepare an agenda of all items to be considered by the Board at the meeting.
All items, delegations and reports for the agenda of a meeting of the Library Board, other than a special meeting, must be delivered to the Chief Executive Officer by noon on the Wednesday immediately preceding the Board meeting. Any item not delivered by the deadline shall be held to the next meeting of the Board unless:

  1. the item is approved as a late item by the Board Chair prior to the distribution of the agenda to Board members; or
  2. the item is added to the agenda by an affirmative vote of the majority of the Board members present during Approval of Agenda at a Board meeting if the subject matter is of an urgent nature such that the item cannot be held to the next Board meeting and information pertaining to the late item has been circulated to the Board.

Conducting the Board Meeting

If a quorum is present, the Chair shall call the meeting to order at the prescribed time or as soon as possible thereafter.

  • In the absence of the Chair, the Vice Chair shall chair the meeting.
  • In the absence of the Chair and Vice Chair, the Second Vice Chair shall chair the meeting.
  • In the absence of the Chair, Vice Chair, and Second Vice Chair and provided that a quorum is present, the members of the Board shall appoint an Acting Chair who shall preside during the meeting or until the arrival of the Chair, Vice Chair or Second Vice Chair.

The meeting shall be conducted by following Robert’s Rules of Order.

  • If the Chair is of the opinion that there has been sufficient debate on a specific item, the Chair may call the question.
  • If the Chair desires to leave the Chair for the purpose of taking part in the debate, they shall call upon the Vice Chair to govern the meeting until the Chair resumes.
  • Every Board member who is present when the question is put shall be expected to vote unless there is a conflict of interest. If a conflict of interest exists, at the outset of the debate the Board member should declare so as well as the reasons for the conflict and leave the room until the voting is finished.
  • Should any Board member refrain from voting when any question is put, and is present at the meeting, they shall be regarded as having noted in the affirmative.
  • A two-thirds vote of approval is required for a previously defeated motion to be reconsidered and must be made within two regular meetings.

Board Member’s Absence

In the event that a Board member will be absent from a Board meeting, it is recommended that:

  • The Board member contact their alternate to determine the alternate’s availability as a substitute;
  • The Board member apprise their alternate about agenda topics and pass along in camera materials contained in the Board member’s agenda package;
  • The Board member contact the Office of the Chief Executive Officer to advise of the absence or change.

Meeting Cancellation

In the event that weather conditions or other circumstances may prevent a Board meeting from proceeding as planned, every effort will be made to notify Board members of a meeting’s cancellation the night before the meeting. In the event that a meeting is canceled on the day of the meeting, every effort will be made to notify Board members of the cancellation by 7:00 a.m. If deemed appropriate, a virtual meeting may take place.

To expedite communication and as appropriate, Board members are encouraged to send copies to the Chief Executive Officer and Executive Office and Information Manager of attendance notifications emailed to the Board Chair.