General Bylaw
Purpose:
Regina Public Library (RPL) provides accessible opportunities for the community to engage with information through resources, programs, and expertise. We invest in welcoming spaces, technologies, and partnerships to enable learning, literacy, connection, and well-being. This purpose is activated through the fundamental public library values of Intellectual Freedom, Inclusion, and Service.
Objective:
In support of The Public Libraries Act, 1996, the purpose of which is to ensure autonomous boards, RPL’s purpose and objective in enacting this bylaw is to clearly outline the procedure and policy for its meetings and the carrying out of the business of the board.
Legislated Authority:
This bylaw may be cited as: The Regina Public Library General Bylaw, and is enacted under The Public Libraries Act, 1996, which states: “A public library board shall make bylaws governing: (a) the procedure and policy for its meetings; and (b) the carrying out of the business of the board and executive committee.” (The Public Libraries Act, 1996, section 68)
Definitions:
In this bylaw and all other bylaws of the Regina Public Library, unless the context otherwise requires:
a) “Act” means The Public Libraries Act, 1996 of the Province of Saskatchewan;
b) “Board” means the board of directors of Regina Public Library;
c) “Bylaw” means any bylaw of the Regina Public Library in force and effect;
d) "Library" means Regina Public Library (hereinafter referred to as the "Library");
e) “CEO” means the Library Director & Chief Executive Officer of the Regina Public Library, or alternate, as designated under the provisions of the Library Director & CEO Succession Plan Policy;
f) “Committee of the Whole” means, whether so named or not, a committee struck by the Board that includes all Board members; and
g) All undefined terms in the bylaws which are defined in the Act shall have the meaning given to such terms in the Act.
A. General
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The objects of the Library are to fulfill the mandate of the Board as set out in the Act.
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The Board shall be comprised of directors appointed as set out in the Act.
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The Board shall manage or supervise the management of the affairs and business of the Library and may exercise all such powers and do all such acts and things as may be exercised or done by the Library and which are not expressly directed or required by the Act or other statute, the bylaws, or any special resolution of the Library to be done in some other manner.
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The Board may by resolution set out governance policies outlining additional details for Board business and meetings and other terms as may from time to time be deemed appropriate by the Board.
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Provided that a director or officer or employee or former director, officer or employee acted honestly and in good faith with a view to the best interest of the Library and in the case of a criminal or administrative action or proceeding that is enforced by a monetary penalty, the individual had reasonable grounds to believe that the individual’s conduct was lawful, the Library shall indemnify each director, officer and employee and former director, officer or employee against any and all liability and all reasonable expenses in connection with or resulting from any claim, action, suit or proceeding in which the director, officer or employee or former director, officer or employee becomes involved as a party or otherwise by reason of having been a director, officer or employee of the Library.
B. Responsibilities and Powers of the Board
Board members are trustees of a valuable public resource. Appointed by City Council, the Board is accountable to the people of Regina for the general management, regulation, and control of the Library.
The responsibilities of public library boards are set forth in The Public Libraries Act, primarily but not exclusively in Part II, Section 5, (Appendix A) and Part IV, Section 18 (Appendix B). In addition, the corporate responsibilities and powers of the Board are set forth in The Legislation Act, Part 2, Division 5 (Appendix C).
The powers of the Regina Public Library Board with respect to its authority as a municipal public library board are articulated, in part, in section 82 of The Public Libraries Act, 1996 (Appendix D). From among these powers, and the authority inherent in them, any of the following may be delegated to an external authority, in whole or in part, only upon the express direction of the Board, being approved at two consecutive regular Board meetings by a vote at each meeting of at least two-thirds of all Board members:
a) acquire, erect, rent or lease and maintain the necessary lands and buildings, or erect any necessary buildings; and
b) sell, exchange, lease or otherwise dispose of any of its lands or buildings no longer required for public library purposes.
Any authority delegated under section 82 (a) or (b) will clearly define the extent of and limits to the delegated authority.
C. Membership of the Board
The composition of the Board is as outlined in the Act. Where the Board includes ex officio members from the City of Regina or any other external authority, those members are full members of the Board, with voice and vote. The responsibilities of Board members, as outlined in The Legislation Act, Part 2, Division 5 apply to all members of the Board.
D. Actions in Public
An act or proceeding of the Board is not effective unless it is authorized, adopted, or ratified at a duly constituted public meeting of the Board.
Subject to the following exceptions, the Board is required to conduct its meetings in public:
a) The Board may close all or part of a meeting to the public if the matter to be discussed is within one of the exemptions in Part III of The Local Authority Freedom of Information and Protection of Privacy Act (Appendix E).
b) Committees function to assist the Board with policy development, long-range planning, and strategic planning and, as such, committee meetings are closed to the public.
E. Role of the CEO
The CEO, as the chief administrator of the library, has operational responsibility for the smooth and effective management of the library, including stewardship of resources and maintaining high standards for programs, collections and services.
The CEO is not a member of the Board and has no vote. However, the CEO is Secretary to the Board, and the Board has determined that the CEO has the right to speak on all matters under consideration by the Board and its committees.
The Act provides that the CEO shall be present at all meetings of the Board and its committees, except where the CEO’s compensation and performance evaluation are being discussed. Where the CEO is unable to attend a Board or Committee meeting, an alternate will be designated according to the provisions of the Library Director & CEO Succession Plan Policy.
F. Meetings and Voting
Public meetings of the Board are of three types:
a) Annual General Meeting
The Annual General Meeting takes place within the timeframe and including on its agenda, at least, the business stipulated in the Act.
b) Regular Meetings
Regular meetings of the Board fulfill the meeting requirements as set out in the Act and include, at least, one scheduled public meeting of the Board every three months. A regular meeting will follow a complete agenda, the components of which are set by the Board from time to time.
A schedule of regular meetings, including the date and time, shall be established at the beginning of the calendar year, at or before the Annual General Meeting. The schedule shall be communicated to all Board members and posted for the public.
Changes in the regular meeting schedule related to postponed or cancelled meetings will be communicated to Board members and the public as soon as practicable.
c) Special Meetings
The Chair and any two Board members may at any time summon a special meeting of the Board for any purpose. The notice to Board members required for a special meeting is five (5) calendar days, but such notice may be waived with the consent of all Board members. Notice to members of the public will be posted at least three (3) days in advance of the meeting and will include the meeting agenda.
A special meeting will follow a limited agenda that includes only the items that have been specified as the purpose of the meeting.
Everyone has a right to be present at a public meeting of the Board unless the person presiding at the meeting expels a person for improper conduct. The Board will establish policy to ensure that members of the public can participate in public meetings.
G. Quorum
Quorum for any meeting of the Board is a majority of all Board members, whether present or not, and must include either the Chair or Vice-Chair. At no time shall quorum for a meeting of the Board be less than four members and no business shall be transacted unless quorum is present.
Quorum for any committee meeting is a majority of all the committee’s members. Board members not on the committee are welcome to attend and are granted voice at committee meetings. The Board Chair and Vice-Chair are invited to every committee meeting and, while in attendance, are granted voice and vote. Establishing quorum for a committee meeting is based solely on the presence of committee members.
For the purpose of establishing quorum:
a) a member joining the meeting, with the consent of the chair, by teleconference or other electronic media that permit all persons participating to hear one another, shall be considered to be present.
b) a member who has declared a conflict of interest on an issue where it has been determined that they should not participate in voting on that issue, shall not be counted, either as a Board or Committee member or as a person present, in establishing quorum for a vote on the issue in which they have a conflict.
H. Motions and Voting
Unless otherwise noted in this Bylaw, with quorum established, motions require a simple majority of Board members present for approval.
Members present when the question is called must vote.
Members must be present when the question is called in order to register a vote. Voting by proxy is not permitted.
The chair has the right to vote at meetings of the Board but does not have an additional or casting vote. A motion that is tied is deemed to have been defeated.
At the request of any member, an abstention or contrary vote will be recorded in the minutes.
I. Records
a) Minutes of Board Meetings
Formal minutes of Board meetings, including a record of those present and of the content and outcome of any motions considered, must be recorded and submitted for approval at the next regular meeting of the Board. Copies of all Board minutes along with their associated agenda materials will be retained in perpetuity and will be made available to any member of the Board, upon request.
b) Minutes of Committee Meetings
Formal minutes of committee meetings, including a record of those present and of the content and outcome of any motions considered, must be recorded and submitted for approval at the next regular meeting of the committee. Copies of all committee minutes along with their associated agenda materials will be retained in perpetuity. Access to the minutes of committee meetings that have taken place during their tenure on the Board, is available to any member of the Board, upon request.
J. Committees
Committees are struck to facilitate the research, planning, and in-depth study of matters pertaining to the general management and control of the Library.
Standing Committees are those determined by Board policy, from time to time, and each includes a subset of all Board members. Standing Committees have no power to act on committee decisions, unanimous or otherwise, except on matters where the Board has previously delegated such authority at a duly constituted public meeting. Without such prior delegation, each Standing Committee has the responsibility only to make recommendations that will be subject to the decision of the Board.
A Committee of the Whole may act on its decisions:
a) If the Board has previously delegated such authority at a duly constituted public meeting; or
b) where action must be taken to advance a matter protected under the exemptions of Part III of the Local Authorities Freedom of Information and Protection of Privacy Act.
K. Review and Amendment
The Governance Committee shall develop a process for review and amendment of this Bylaw on a regular basis. Notice of a resolution to amend this Bylaw must be made at a regular Board meeting held in advance of the meeting at which the resolution to amend will be brought forward. A resolution to amend this Bylaw requires the support of a two-thirds majority of all Board members.
Enacted by the Board on January 27, 2026.
Appendices:
A. The Public Libraries Act, 1996, Part II
B. The Public Libraries Act, 1996, Part IV
C. The Legislation Act, Part 2, Division 5
D. The Public Libraries Act, 1996, Part IX, Section 82
E. Local Authorities Freedom of Information and Protection of Privacy Act, Part III