Board Framework and Development
Governance Policies and Procedures
Policy Number: GO1 | Policy Type: Corporate and Organizational | Approval Date: May 2025
INTRODUCTION:
The Ontario Library Association’s (OLA) Board Policy Framework brings together all Board-approved policies in one place. Its purpose is to guide how the Board governs the Association and how management carries out that direction. It has also been designed to facilitate the future development of Policies and Procedures as they emerge over time.
Once approved, these policies set the framework for decision-making, accountability, and evaluating outcomes across OLA. Management develops procedures that align with and support these Board policies.
RESPONSIBILITIES:
- All Board policies are approved by the OLA Board of Directors. By approving a policy, the Board sets its expectations, priorities and intended outcomes on that issue. An approved Board motion indicates an approved Board Policy.
- The board may ask committees or working groups to draft or review policies and bring them forward for approval.
- The Executive Director and staff will provide expertise in supporting this work.
GENERAL:
Board Policies Framework
A Board Policy sets direction on a specific issue. It outlines the Board’s intent, expectations, and desired outcomes, and may also guide management. The following should be included in a policy:
- An Introduction
- The purpose or scope.
- Responsibilities across the Association
- The outcomes the Board expects.
- Key definitions and terms.
- Approval and review dates.
Procedures explain how a Board Policy is carried out. They describe the steps, timelines, and responsibilities needed to put the policy into practice.
Procedures are developed and managed by staff under the authority of the Executive Director. The Board does not take part in managing procedures.
BOARD POLICY CATEGORIES
Board Policies Category Types
OLA Board Policies fall into three categories:
- Governance: These Policies guide how the Board operates and fulfills its governance role. They focus on decision-making, oversight, and alignment with OLA’s bylaws and constitution.
- Delegated Authority: These Policies describe what authority the Board delegates to the Executive Director, including expectation, priorities and limits.
- Direction and Protocols: These Policies provide direction on how the Board manages risk, and oversees key operational areas, such as finance and organizational protocols.
All policies will identify in the header which category the policy falls under.
POLICY MANUAL STRUCTURE
Numbering System
A numbering system is applied to OLA Board policies; this system allows for new policies to be easily added.
Level 1: (1.0) Major policy areas within each category.
Level 2: (1.1) Sub-topics related to a Level 1 policy.
Level 3: (1.1.1) Specific policies grouped for clarity and ease of reference.
Alignment
Board policies and management procedures must align with:
- Applicable statutory, regulatory, and licensing requirements.
- OLA’s by-laws and
constitution.
- OLA’s Strategic Plan.
Each procedure supports at least one Board policy.
Policy Publication
Board Policies will be made available to members via electronic means.
REVIEW CYCLE
The Board establishes a regular schedule to review its policies. Each policy includes its review date.
Policies may be updated between scheduled reviews to ensure they remain current and aligned with OLA’s mission, vision, and values.
Revised: May 2026
Date for Review: 2028; Every 3 Years
