Keeping Records
As Chair, it’s not likely that you will keep the Board’s records or minutes yourself (See Assigning roles and responsibilities). However, you are responsible to ensure that accurate, organized records of the Board are maintained. Good records ensure continuity of governance and administration.
The Board records should include the following information:
- Minutes of Board and committee meetings
- Bylaws, policies, and committee terms of reference (mandate statements)
- Running numbered, dated record of motions passed by the Board
- Annual budget
- Financial records
- Annual reports
- Needs assessment
- Plan of service and goals and objectives
- Library use statistics
- Correspondence
- Board member information
- System agreements
Library Board and committee minutes are public documents. They are the official record of the business of the Board. When minutes of a meeting are approved, The Libraries Act requires that the presiding chair sign them, and this official copy is kept on file at the library in books kept by the Board for that purpose.
When taking meeting minutes, be sure to include the following:
- Name of the Board or committee and kind of meeting (regular, special)
- Date, time, and place of the meeting
- Full names of presiding Chair, those present, absent, or absent with regrets
- Guests, if any
- Minutes of previous meeting approved a circulated, amended, or corrected
- Items discussed and reported on, only including any decisions made. Do not include discussion. Board members can keep their own notes on discussions.
- All motions, who made them, who seconded them and whether they were carried, defeated, or tabled
- Time and place of next meeting, if set
- Time of adjustment
Copies of System Board minutes must be sent to the Public Libraries Services Branch, Alberta Municipal Affairs. The signed minutes are the official version accepted in a court of law.
Committees should submit written reports, if not minutes, as a record of their activity and actions.
Library Board meetings are public and Board records (including the minutes) are also public. The Freedom of Information and Protection of Privacy Act (FOIP) has applied to public libraries since 1999.