You want your meetings to be lawful (of course), productive and fun. Be clear about why you are calling a meeting and plan for all requirements to be met:
- The Libraries Act requires that your Board meet once every four months, but you should meet as often as required to give timely consideration to all Board business
- Your meetings must be held in public. You need to identify the time, date and place of meetings so interested members of the public can attend. If the meeting is in camera, the public is not allowed to attend. See Going in camera for details on when and how to hold a meeting in the absence of the public
- Only eligible members—your appointed Trustees—can vote on Board business
Setting the agenda
When calling a meeting and setting the agenda, ask yourself:
- What is the purpose of the meeting?
- Have I included items dictated by external requirements such as budget submissions or the Plan of Service?
- Are there opportunities that focus on the larger mandate of the Board, and give Trustees an opportunity to be creative and visionary?
- Is each item relevant to the mandate of the Board and its governance role?
- Should some items be handled by the administration?
- Is each item ready for discussion and decision by the Board? Do Trustees have all the information they need to make an informed decision?
- Is it clear which items are for information and which require a decision?
- Are the most important items early in the agenda?
- Are clearly worded motions provided in writing as necessary?
- Have all time-definite items been noted?
- Will Board members receive the package of material with enough time for review prior to the meeting?
