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Policies - Constitution

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CRESTON PUBLIC LIBRARY ASSOCIATION ORGANIZATION AND POLICY MANUAL

CONSTITUTION
1.1 Organization and Structure

a. - The library operates under the provisions of the Library Act and its Amendments.

b. - The library is under the jurisdiction of a Board of Management constituted under the terms of the Library Act.

c. - The Creston Public Library Board shall operate under the Constitution of the Creston Public Library Association and its amendments.

d. - No member under 19 years of age and no employee of the Library Association is eligible to hold office in, or to vote at meetings of, the Library Association. No relative of an elected member of the Board of Management shall be employed by the association.

e. - The Board of Management (hereinafter referred to as 'the Board') has a legal responsibility for the library and is its policy making body. The Board is responsible for overseeing the management and control of the library and for exercising on behalf of the Library Association the powers and duties given to it under it's governing legislation.

f. - The Board shall consist of not fewer than 5 or more than 9 members, elected by the members of the Creston Public Library Association from among themselves, and any person appointed to be a member of the Board by the Town of Creston and Regional District of Central Kootenay (RDCK).

g. - The member appointed from the Town of Creston and RDCK shall hold office for one year or for the remainder of the calendar year during which he is appointed and shall be eligible for reappointment. This member shall be a non-voting member of the Creston Public Library Board.

h. - Elections to the Board must be held at the Annual General Meeting. At the first election, if the number of elected members is even, one half of them holds office for a term of one year, and the others hold office for a term of two years, and if the number of elected members is uneven, a bare majority of them hold office for a term of one year, and the others hold office for a term of two years. All subsequent elections are for terms of two years.

i. - The term of office of a member continues until a successor is elected.

j. - A vacancy arising during the term of office of a member is to be filled, for the remainder of the term, by an appointment made by the Board at the first meeting after the vacancy arises or as soon after that as is convenient.

k. - At the first meeting in each year, the Board must elect a Chairperson, a Vice-Chairperson and a Treasurer from the members present at the meeting. The Librarian, as a non-voting ex-officio member of the Board will serve as Secretary to the Board.

l. - If the Chair or Vice-Chairperson is not present at a meeting of the Board, the members may elect one of themselves to chair the meeting.

m. - Each year the Chair of the Board will personally communicate to the Mayor of the Town of Creston, the guidelines developed by the British Columbia Library Trustees Association relating to the roles and responsibilities of Library Board Trustees.

n. - At each Annual General Meeting there shall be appointed an Auditor by a majority vote at the said meeting. Such Auditor shall serve until the next Annual General Meeting, or until a successor is appointed. In case of a vacancy in the Office of Auditor, the Board of Management shall appoint a successor to serve until the next Annual General Meeting.

o. - Four members and the Chairperson or Vice-Chairperson of the Board of Management present at a meeting shall constitute a quorum.

p. - The Secretary shall maintain a set of correspondence files and records of the association pertaining to his or her office, and shall deliver them at any time to the Chairperson or Vice-Chairperson if called upon to do so.

q. - Any of the books or records of the Association shall be open for inspection at any reasonable time pursuant to the Freedom of Information Act, upon receipt of proper written request for such inspection.

r. - The Constitution may be amended or altered and passed by an extra-ordinary resolution of the Association at the General Meeting to which at least one week's notice must be given, the said notice to contain a general intimation of the resolution to be passed. A seventy percent majority of quorum present must favor any such resolution.

s. - Every amendment to the Constitution after being passed shall be signed by the Chairperson or Vice-Chairperson and the Secretary.

t. - Regular meetings shall take place on the last Monday of each month at 7:00 p.m. at the Creston Public Library, except during the months of July and August.

u. - Roberts. Rules of Order shall govern the activities of the meetings of the Board.

v. - The Seal of the Association shall be in the custody of the Secretary and shall be kept by the Secretary in safekeeping and shall be used on all official documents by the Association.

w. - An Annual Report of the financial operation of the Association certified by an Auditor shall be presented to the Annual General Meeting and incorporated with the minutes.

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