Support Your Library

Become a Library Board Trustee

About the Library

Kingston Frontenac Public Library (KFPL) is a progressive, innovative, sixteen branch library system with a mission to provide exceptional customer service within the context of a warm and welcoming environment. KFPL enjoys remarkable support from the public and community groups in the City of Kingston and the County of Frontenac, making the organization one of the most dynamic public library systems in Ontario.

KFPL is a union library under the Public Libraries Act, created when the City of Kingston and the County of Frontenac agreed to merge their library systems in1998. Under that agreement, the KFPL Board consists of eight (8) members appointed by the City of Kingston and three (3) members appointed by the County of Frontenac.

Role of the Library Board

The Library Board is the legal authority of the organization, holding ultimate responsibility and accountability. The Library Board’s main role is to act on behalf of the community to set overarching, future-focused goals for the library and monitor the library’s progress towards those goals.

Operating within the framework of the Carver Policy Governance® Model, the KFPL Board is a governance board. The Board is not a working or operational board.

The KFPL Board does not make operational decisions involving day-to-day activities of the library.

A table outlining the specific responsibilities of the Board and identifying what activities are NOT the responsibility of the Board is provided below.

Responsibilities of the Board

Responsibilities of the CEO/Staff (not the Board)

Governance:

  • Ensures adherence to the Public Libraries Act, its Regulations, and any other legislation affecting the operation of the library within the community.
  • Establishes and oversees the library’s goals and objectives.
  • Develops and approves policies to guide library operations.
  • Ensures compliance with relevant laws and regulations.
  • Stays updated on library standards and trends.

Financial Oversight:

  • Approves the annual budget and monitors financial performance.
  • Conducts financial audits and reviews financial reports.

Advocacy and Community Relations:

  • Advocates for the library within the community and with local government.
  • Engages with community members and groups to understand their needs and gathers feedback.

Chief Librarian/CEO Oversight:

  • Hires, evaluates, and supports the Chief Librarian/CEO.
  • Sets performance goals and provides feedback.
  • Ensures the Chief Librarian/CEO has the resources needed to manage the library effectively.

Day-to-Day Operations:

  • Manages daily operations or makes decisions about specific library materials or activities.
  • Supervises library staff.

Program and Service Delivery:

  • Designs and implements specific programs or services.
  • Selects materials or manages the library’s collection.

Administrative Tasks:

  • Handles administrative tasks such as scheduling, payroll, or purchasing.
  • Manages all personnel matters, except for issues involving the Chief Librarian/CEO.

Becoming a KFPL Board Member

You can be appointed as a member of the KFPL Board if you meet the following criteria:

  • You are a member of the appointing council; or,
  • You are at least eighteen years old;
  • You are a Canadian citizen or a permanent resident of Canada within the meaning of the Immigration and Refugee Protection Act (Canada);
  • You are a resident of the City of Kingston or County of Frontenac; and,
  • You are not employed by the Board, City of Kingston, County of Frontenac or affected municipalities.

Board Members should have:

  • An interest in planning and policy related to the library, the community and their inter-relationship;
  • The capacity to dedicate time and effort to the Board’s goals and purposes; and
  • Connections and affiliations with the community and appreciation of the diversity of the communities served by KFPL.

Compensation

Board members are unpaid volunteers. Board members will be reimbursed for allowable expenses.

Commitment

Term of Appointment

Board members are appointed for a term that aligns with the term of the appointing municipality's Council. If appointed at the start of the Council's term, the appointment lasts for four years. The current term of council is 2023-2026.

Training

Mandatory training sessions are held at the start of each Board term to orient new members and to maintain and increase the skills of existing Board members. Workshops and training modules will be made available throughout the term to enhance awareness of relevant issues and trends in library service.

Regular Meetings

There are eight (8) regular meetings of the Board annually. The Board does not currently meet in March, July, August and December. Meetings are typically held on the fourth Wednesday of the month, at the Central Branch from 5:00 -7:00 p.m. 

Special Meetings

Special meetings of the Board are occasionally required for time-sensitive discussions and decisions. As much notice as possible will be given.

Time Commitment

Approximately 2 hours are required to prepare for each meeting. Each meeting lasts approximately 2 hours.

Agenda packages are posted 8 days prior to the meeting. Board members are expected to review all materials and be prepared for Board deliberation and decision-making.

Orientation and Training

Mandatory training sessions are held at the start of each Board term to orient new members and to maintain and increase the skills of existing Board members.

Community leaders will be invited to speak to the Board to assist the Board in making informed decisions.

Workshops and training modules will be made available throughout the term to enhance awareness of relevant issues and trends in library service.

Diversity & Inclusion

Strong oversight and governance result from:

  • Having board members with a mix of experience and skills, and;
  • The contribution and inclusion of multiple perspectives when making decisions that impact the library.

The KFPL Board strives to achieve a broad membership that provides a broad set of diverse perspectives, ensuring sound decision-making and the fulfillment of its governance duties.​

Conditions of Appointment

KFPL Board members may be required to provide a current CRC (Criminal Record Check), including vulnerable sector as a condition of appointment.

Application Procedures

Candidates interested in serving on the KFPL Board are encouraged to submit an application to their municipality of residence for consideration.

More Information