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Library Policies
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Policy 2.9
Meeting Rooms
Accountability
The Chief Executive Officer/Chief Librarian (hereinafter referred to as the CEO) is accountable to the Board.
Authority
The CEO has the authority to carry out the duties of the office within the framework of the bylaws, policies, plans, and budget approved by the Board. In addition, the CEO has the authority to review, employ, discharge, and promote full and part-time employees of the Library. The CEO may also enter into contracts, agreements, and grants on behalf of the Library, providing they are aligned with the overall policies and budget of the Library.
Position Summary
• The CEO works with the Board to provide strategic leadership and vision in the delivery of high quality public library service.
• The CEO plans, organizes, and directs all facets of the Library operations to meet the needs of the communities for public library services within the strategic, policy, and financial framework established by the Board.
• The CEO is Secretary to the Board.
• The CEO shall be designated as the Head for purposes of the Freedom of Information
and Protection of Privacy Act (FOIPPA).
Key Job Responsibilities
Executive Liaison
• Keep the Board informed of relevant developments in governance, issues, and library and information services that may impact the Board and library service.
• Ensure that the Board is protected and advised with respect to liabilities.
Operations Planning and Management
• Ensure that high quality service is delivered in person or electronically.
• Establish an annual work plan consistent with the Board’s strategic plans.
• Provide quarterly reports of achievement of strategic plan objectives, analysis of variances and recommendations for modifications and future considerations.
• Develop a strong and effective senior management team to ensure that the human resources, financial and operational components of the organization focus on meeting goals and objectives of the Board’s strategic plan.
• Execute those responsibilities assigned to the CEO by the relevant provincial legislation and the policies of the Board.
Financial Management
• Develop an annual budget consistent with the Board’s strategic plans and financial guidelines established by the Board, seek alternate means of revenue generation, and maintain overall financial responsibility for the Library system.
Membership
• Participate in professional associations at the local, provincial, and national level as appropriate.
Governance and policy
• Provide leadership, guidance and support to the Board in effective board governance and policy setting for library services and programs.
• Ensure that appropriate policies are considered by the Board as an employer of choice and service provider.
Leadership
• Provide leadership in strategic planning with the Board and key stakeholders to ensure that current directions are articulated with clear goals and key success factors.
• Position the Library system as a leader in innovative library services.
Relationships with other Organizations
• Ensure further developments and enhancement of the Library’s role by building and maintaining positive working relationships with appropriate community agencies, educational institutions, and municipal and provincial bodies.
The CEO is not a member of the Board and therefore has no vote, but has the right to speak on all matters under consideration.
The Library maintains and welcomes public use of meeting rooms located in all its public facilities.
Library meeting room policies are approved by the Board for the following purposes:
- provision of Library programs and services to the public;
- partnerships with community agencies and organizations providing programming and activities complementary to the Library's interests in literacy and life-long learning; and
- affordable meeting space for use by not-for-profit and for-profit organizations.
Advertising of meetings or events taking place in Library meeting rooms must not imply endorsement by the Library of the content of the program or event. The Board takes no position on the views, ideas, or opinions of the organizations booking its rooms.
The Board endorses the Canadian Library Association's Position Statement on Intellectual Freedom.
Topics for discussion, names of speakers with their affiliation, and items for sale must be disclosed at the time of booking.
This policy is carried out in compliance and due regard to all relevant and appropriate legislation. The Library will not knowingly permit any individual or group to use its facilities in contravention of the Criminal Code of Canada.
The Board delegates to the CEO management of meeting rooms, including the ability to waive rental charges and to refuse any bookings or cancel bookings.
The Library will prepare and publicize updated meeting room policies, regulations, and rental rate schedules as required.
Not-for-profit organizations will be given a discounted rate. However, if a not-for-profit organization charges for admission or advertises admission by donation or suggested donation, they will be charged the full rate.
Meeting rooms are generally available for use during regular Library hours.
| Approved by the Greater Victoria Public Library Board: | October 1975 |
| Reviewed by the Policy & Program Development Committee: | June 5, 2008 |
| Amended by the Greater Victoria Public Library Board: | June 24, 2008 |
