2019 Annual General Meeting

Notice to Members: CFLA-FCAB Annual General Meeting

10:30 AM EST Wednesday, January 30, 2019
Intercontinental Hotel, Kingsway Room (during OLA Super Conference)
255 Front Street West
Toronto, Ontario. 

Registration to the OLA Super Conference is notrequired for attendance at the CFLA-FCAB AGM. Members may also attend online at: https://zoom.us/j/545827347

CFLA-FCAB Governance

CFLA-FCAB governance is subject to the Canada Not-for-profit Corporations Act, S.C. 2009, c.C-32(the “Act”) and CFLA-FCAB Bylaw Number One. Our Bylaws require a General Meeting (AGM) of Members to be convened on an annual basis.

The purpose of the AGM is to:

• report on the activities of the Federation;
• ask for ratification of resolutions requiring membership support;
• elect directors for open positions on the CFLA-FCAB Board of Directors;
• present to the Members an Audit Review of the Federation for the previous fiscal year;
• allow Members to ratify the selection of a public accountant who will review CFLA-FCAB’s 2018 financial statements
• vote acceptance of the Standing Rules of Order; and
• vote acceptance of changes to Bylaw No. 1

The Act requires that the AGM be held within six months of the end of the previous fiscal year. CFLA-FCAB’s last fiscal year ended August 31, 2018.

Attendance at the CFLA-FCAB AGM

Any interested member of the library community is welcome to attend the CFLA-FCAB AGM; however, only official representatives of member associations are eligible to vote. Members of the Federation include:

Administrators of Medium-Sized Public Libraries of Ontario (1 vote)
Association des bibliothèques publiques du Québec (2 votes)
Association des bibliothécaires du Québec – Quebec Library Association (1 vote)
Association of British Columbia Public Library Directors (1 vote)
Atlantic Provinces Library Association (1 vote)
British Columbia Library Association (2 votes)
British Columbia Library Trustees Association (1 vote)
Canadian Association of Law Libraries (1 vote)
Canadian Association of Professional Academic Librarians / l’Association canadienne des bibliothécaires académiques professionnels (CAPAL/ACBAP) (1 vote)
Canadian Association of Research Libraries/ L’Association des bibliothèques de recherche du Canada (3 votes)
Canadian Council of Archives/Conseil Canadian des archives (1 vote)
Canadian Health Libraries Association/Association des bibliothèques de la santé du Canada (1 vote)
Canadian School Libraries (1 vote)
Canadian Urban Libraries Council (CULC) / Conseil des bibliothèques urbaines du Canada (3 votes)
Ex Libris Association (1 vote)
Federation of Ontario Public Libraries (2 votes)
Library Association of Alberta (2 votes)
Manitoba Library Association (1 vote)
Newfoundland and Labrador Library Association (1 vote)
Northwest Territories Library Association (1 vote)
Nova Scotia Library Association (1 vote)
Nunavut Library Association (1 vote)
Ontario Library Association (3 votes)
Saskatchewan Library Association (1 vote)
Yukon Library Association (1 vote)

Associations that join the Federation by January 30 will be eligible to cast one or more votes in accordance with the terms set out in the Bylaws. 

Voting Process

CFLA-FCAB members have three options to cast their ballots:

1. Vote in person at the Annual General Meeting.
2. Vote by poll/chat if joining online.
3. Assign a proxy vote to an individual who can attend the meeting.

Please send the name of the person who is authorized to vote on behalf of the association/organization to Katherine McColgan (kmccolgan@cfla-fcab.ca) no later than January 23, 2019 using the designate form. For associations that are eligible to cast more than one vote, additional votes may be cast by the same person or by different people.

A vote by proxy may be assigned to any individual present at the meeting. If necessary, proxy rights may be assigned to Katherine McColgan. If you choose to do so, please provide instructions regarding your desired vote. In the absence of such instructions, the vote will be recorded in favour of all resolutions referred to the membership.

Matters to be Referred to the Membership at the 2019 AGM

The following matters require a membership vote at the Annual General Meeting:

Selection of Public Accountant
Under the Act, CFLA-FCAB must provide its members with a Review Engagement Report for the fiscal year ending August 31, 2018.

For the 2019 Fiscal Year, the Board requests that the Members ratify the selection of Ousley Hanvey Clipsham Deep, as public accountants for CFLA-FCAB.

Approval to Conduct a Review Engagement
Under the Act, CFLA-FCAB must obtain member approval to conduct a Review Engagement rather than a full Audit.

For the 2019 fiscal year, the Board requests that the Members approve a Review Engagement to be conducted by the public accountant.

Election of Members of the Board of Directors

As per Bylaw No. 1, Section 32. Board Composition, at each Annual Meeting of Members where the election of Directors is required, the Members shall elect Directors to fill vacancies.

The Board presents the following candidates to be elected to the Board at the January 30, 2019 AGM in Toronto to serve on the Board of Directors for a 2-year term commencing January 30, 2019:

• Sonia Smith (Québec)
• Christine Middlemass (British Columbia)
• Ron Knowling (Northern Territories Library Associations)
• Ryan Lewis (Atlantic Provinces)
• Stacy Allison-Cassin (Canadian Indigenous Ancestry)
• Katya Borrás (Francophone Library Associations)

Continuing Board Members

Norene Erickson (Library Association of Alberta)
Jonathan Bengtson (Canadian Association of Research Libraries)
Todd Kyle (Ontario Library Association)
Julie McKenna (Prairie Provinces)
Alix-Rae Stefanko (Member at Large)
Paul Takala (Canadian Urban Libraries Council)

Proposals

Members may put forward proposals to be considered at the Annual General Meeting. Any member organization wishing to do so must notify Katherine McColgan (kmccolgan@cfla-fcab.ca) no later than Monday January 21, 2019adhering to the stipulations outlined in Bylaw No. 1:

“18. Proposals at Annual Members’ Meetings.Subject to the Regulations under the Act, any Proposal may be brought forward, including Proposals for nominations for the election of Directors, if the Proposal is signed by not less than 5% of Members entitled to vote at the meeting at which the Proposal is to be presented.

19. Cost of Publishing Proposals for Annual Members’ Meetings.The Member who submitted the Proposal shall pay the cost of including the Proposal and any statement in the notice of meeting at which the Proposal is to be presented unless otherwise provided by Ordinary Resolution of the Members present at the meeting.”

Bylaw Changes

The changes being proposed to Bylaw No. 1 are part of the meeting package.

Standing Rules of Order

CFLA-FCAB wishes to adopt Standing Rules of Order to govern the proceedings of our annual meeting of members. The proposed Standing Rules of Order are part of the meeting package.