OLA President
Governance Policies and Procedures
Policy Number: G 3.1 | Policy Type: Board Officer’s Roles and Accountability | Approval Date: May 2025
Introduction
[In conjunction with By-Law 1, Para. 9]
General
Acting as the chief elected officer of the Association and the chairperson of the Board of Directors, the President of the Ontario Library Association (OLA) is responsible for the provision of leadership and direction to the Board of Directors and the Executive Director. The President shall ensure the effective action of the board in governing and supporting the organization; oversee board affairs; represent the association in the community and speak on behalf of the board.
The President is the senior volunteer leader of the OLA and serves at the order of the Board and Membership. The President has general oversight of all business and affairs of OLA and gives direction and forward movement to the formulation and achievement of OLA’s philosophy, mission, strategy and goals. The President assures that OLA is making timely progress toward the fulfillment of its strategic plan.
The President is the Chair of the Board of Directors and the Executive Committee and ensures that the Board fulfills its responsibilities for the governance of OLA and implementation of its policies and procedures. The President is the main liaison between the Board and the Executive Director (ED) and works in partnership with the ED to help the ED achieve the mission of OLA.
The President provides leadership to the Board of Directors and ensures the Board is fully aware of its responsibilities, complies with applicable laws and bylaws, and conducts its business effectively by performing fiduciary, strategic and policy responsibilities.
The Presidency is responsible for supporting the Vice President role as a mentor, so they may succeed the position cycle in the following year.
Term of Office
The President serves a one-year term beginning the January 1st one year after their election and ascending from Vice President.
Procedures
Responsibilities
The President shall perform the following duties and responsibilities in addition to those duties, relationships, requirements and expectations delineated in the roles and responsibilities for the Board of Directors and Board Members
Meetings:
The President presides over Board meetings and, working with the Executive Director, develops the agenda and prepares meeting materials.
- The President, in the role as the Chair, facilitates discussion between participants throughout the Board meetings.
- The President holds the deciding vote only in instances of a tied vote.
Board Affairs:
The President ensures that the business and affairs of OLA are handled ethically and with integrity;
- the President ensures that the Board follows a governance role, and Board’s activities are focused upon the mission of OLA while ensuring the accomplishment of OLA’s strategic goals and objectives.
Board Development:
The President ensures that:
- an orientation plan is in place for new Board Members, including those who onboard vacancies mid-cycle;
- processes are in place for ongoing Board training and development;
- processes are in place for the evaluation of the Board and individual Board Members; and,
- the Vice-President is informed and mentored for the responsibilities of the presidency.
Signing Officer:
As designated in the By-laws, the President is a signing officer on behalf of OLA. This may include contracts, minutes, by-laws or other documents, and co-signing cheques.
Communication:
In coordination with the Executive Director, the President ensures that between meetings, the Board is apprised of any information, activities and operations, matters of concern, or emerging issues.
- The President/Executive Director communicates with the media and the community on behalf of OLA and represents OLA within the greater library community, government and public agencies, funders or donors.
- Whenever possible, the President attends OLA sponsored functions.
- The President fosters effective communication with OLA Membership, Sectors, stakeholders and committees of the Board.
- The President chairs the Annual General Meeting of the Membership and prepares a written report on OLA’s activities during the year over which they presided. The AGM takes place at the end of the President’s term of office.
Committees of the Board:
As established in the by-laws, the President is an ex-officio member of all committees, with the exception of the Elections and Nomination Committee, task forces or action groups, and Councils.
- The President may recommend the establishment of a committee to the Board.
- The President shall call meetings of the Executive Committee when necessary and ensure that the Board, at its next meeting, ratifies any decision(s) made by the Committee.
The President attends councils/committees as required based on the strategic work of the Board, Councils, or committees.
Board/Executive Director Relationship:
The President is the primary liaison between the Board and the ED, maintaining an independent perspective to best represent the interests of OLA and its Councils.
- The President ensures the Board has a succession plan in place for the ED position.
- The President ensures there is an annual work/performance management plan.
- The President initiates the board’s annual performance review of the ED.
- The President and the Executive Committee negotiates the ED’s compensation and benefit package, submits their recommendation to the Board of Directors for approval, and conveys the Board’s decision to the ED.
In the event of needing to onboard a new ED or an Acting ED, the Board President will be responsible for developing an orientation of the new ED to OLA, to the board and to key stakeholders. If the person is from outside of the region, then the board should be prepared to assist with introductions and meetings
Annual Conference:
The President will select the theme of the Super Conference, participate in its planning and perform onsite conference duties (e.g., Opening remarks, introduce keynotes, VIP reception, etc.).
External Library Partners Meetings:
The President may be required to represent the OLA Board at a number of external partnership meetings (e.g. IFLA, CFLA, The Partnership, LAC, etc.).
Advocacy Days & Meetings:
The President may participate in advocacy meetings with the government and government liaisons.
Strategic Planning:
The President shall lead any Strategic Planning exercises that fall within the Board cycle (e.g. meeting with Councils for workplan production), and may support the Vice President in any Strategic Planning occurring for the following year.
Other Duties:
The President will perform any other duties as assigned from time to time, by the Board of Directors of Ontario Library Association.
Time Commitments
Flexibility is required however the following generally occur within the annual cycle.
Board Work
- Board Meetings (9 Virtual, 2 In-Person Mtgs)
- Preparation e.g. Reading Agenda, Reports (1 Hour each Meeting)
- Special Board Committee Meetings (2-3 Meetings)
- Orientation (1 Day)
- Annual General Meeting & Prep (2.5 Hours)
OLA Super Conference (3 Days)
- Award Selection (2 Meetings)
- OLA Super Conference Planning Meetings (4-6 Meetings)
External Commitments
- Library Partner Meetings (As needed)
- Advocacy Work (2 Meetings)
- The Partnership Meeting (4 Meetings)
Strategic Planning
Dependent on the year in the cycle
Recommended but Optional:
Council & Committee Meetings
The 5 Sectors and various committees meet monthly 9 times a year for approximately 90 minutes each. Attendance at least one each per year is suggested.
OLA Events
- Forest of Reading Festival
- Library as Place Conference
- Advocacy Event
Reference
Revised: March 2025
Date for Review: 2028; Every 3 Years
