Board of Directors Meetings

Scheduling the Board of Directors Meetings
The Board meets three times per year; spring, fall, and winter. The specific meeting dates are normally determined at the spring meeting.

Location of Board of Directors Meetings
The Board meetings are hosted at a Member Institution, normally based on the following parameters:

  • Spring meeting - held in conjunction with APLA,
  • Fall meeting – rotates between member sites,
  • Winter meeting - held at a member site in Halifax.

With the Board’s approval, the meeting may be held in another location or in conjunction with an existing event. A call for volunteers to host the fall and winter meetings will normally be made during the spring meeting. In the event that more than one site wishes to host the same meeting, the Chair shall call for a vote.

Format of Board of Directors Meetings
Board Meetings are normally held during one (1) day, with a business dinner held in conjunction. The meetings are normally scheduled on either Monday-Tuesday or Thursday-Friday.

Creating Agenda for Board of Directors Meetings
The initial agenda is the responsibility of the Executive Committee. At least fourteen (14) days before the meeting, the draft agenda shall be sent to the Board with a request for additional items. Board Members proposing additional items shall ensure proper accompanying documentation is available to allow for efficient discussion.

Meeting Package
Not less than seven (7) days before the Meeting, the Executive Director will send out a meeting package containing the final agenda and any associated documents, via the Directors mailing list. The package contents will also be posted on the CAUL-CBUA website. Every effort shall be made to ensure the package is as complete as possible, and to limit documentation after the package is sent out.

Attendance at Board of Directors Meetings
As full day events, it is essential that Board Members make every effort to attend meetings in person. On occasion, it may be necessary to attend by teleconference or other communication technologies. The Executive Director shall be responsible for arranging distance communication technologies. Directors failing to attend Meetings consistently may be subject to discipline by the Members, as outlined in the Bylaws section 5.8.

Directors cannot send replacement members, as per section 126(3) of the Canada Not-For-Profit Corporations Act.

Guests at Board of Directors Meetings
The Executive Director, who acts as secretary, has a standing invitation to attend meetings. At the behest of the Executive, other guests may be invited to attend part of the meeting via teleconference or in person. This includes, but is not limited to, CAUL-CBUA committee members, and guests speaking to specific agenda items.

Proxies at Board of Directors Meetings
Section 126(3) of the Canada Not-For-Profit Corporations Act prohibits the use of proxies at Board meetings. Proxy votes cannot be given to other Board Members, or to alternate representatives.

Funding the Board of Directors Meetings
CAUL-CBUA is responsible for funding the business dinner, excluding alcoholic beverages, for CAUL-CBUA Directors, the Executive Director, and any CAUL-CBUA guests. Individual Board Members inviting guests are responsible for the costs of their guests. CAUL-CBUA also pays for refreshments during the meeting, coordinating purchasing with local library staff & catering. Meeting costs must be pre-approved by the Executive Director. Individual Board Members are responsible for funding their own travel, accommodations, and any additional costs incurred while attending Board Meetings.

Gifts
Departing Board members will be presented with a gift, funded by CAUL-CBUA, in recognition of contributions while serving on the Board. The cost of gifts will be determined by the Executive Committee.

Approved October 28, 2014. Revised June 6, 2018.