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Trustee Council Terms of Reference
The Purpose
The purpose of the SOLS Trustee Councils is to provide:
- A communication link between SOLS and boards regarding SOLS’ services.
- A forum for sharing information and an opportunity to hear how other boards deal with similar issues.
- Suggestions and support for trustee training.
- A pool of trustees from which to elect members to the SOLS board.
Structure and Membership
Trustee Councils meet twice a year in eight locations. All public library boards are requested to appoint a representative to its area Council. The representative may not be an employee of the board and must meet the qualifications to be a library board trustee set out in Section 10 of the Public Libraries Act, Revised Statutes of Ontario, 1990, chapter P.44. In addition to the representatives, other trustees are welcome and encouraged to attend.
While the library CEO and/or staff members may occasionally attend a Trustee Council meeting, Trustee Councils are networking meetings for library board members. Any information shared at Trustee Council meetings that would be relevant to CEOs or staff will have already been provided at staff-focused networking or association meetings.
Agendas and Reports
Agendas are sent to Council members and include SOLS Update, OLBA Update, Roundtable, and Issue Discussion. Following meetings, a summary of discussions is sent to members and posted on the SOLS website.
Meeting Chair
Each Trustee Council elects a Chair and Vice-Chair for the purpose of having someone to facilitate meeting discussion. Elections are held at the first Trustee Council meeting following the municipal elections and the Chair and Vice-chair sit for a four-year term.
Trustee Councils require no quorum and no formal motions during the meetings. Voting is limited to the election of the Trustee Council Chair and Vice-chair and to elections of members to the SOLS Board.
Elections to the SOLS Board
Once every four years, each Trustee Council elects two representatives1 to sit on the SOLS Board. These representatives serve a four-year term.
The next election to the SOLS Board will be held in April 2008. Detailed information about the elections will be available at that time.
1
One representative elected from Area 7
[Petawawa].