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Delegation of Authority

Objective

This policy defines the decision-making responsibilities that are delegated to the Chief Librarian & CEO by the Vancouver Public Library Board. This policy ensures the accountability of the Chief Librarian & Chief Executive Officer to the Vancouver Public Library Board in terms of personal and operational performance.

Scope

This policy applies to the Chief Librarian & CEO. It encompasses library operations, administration and management, levels of financial authority and accountability, and performance evaluation (sections 9,10,11, and 12 of the British Columbia Library Act)

Approved by the Library Board: September 27, 2023

Definitions

Board Member: individual appointed by Vancouver City Council to the Library Board under s.5 of the British Columbia Library Act, including the member of Vancouver City Council appointed by Council to serve on the Library Board.

Chief Librarian & CEO: individual appointed by the Library Board as chief librarian under s.9 of the British Columbia Library Act.

Library Board: the Vancouver Public Library Board, appointed by Vancouver City Council under s.5 of the British Columbia Library Act.

Library Staff: employees of the Library Board hired under the delegated authority of the Chief Librarian & CEO.

VPL: the organization commonly known as Vancouver Public Library, as governed by Library Board.

Indigenous Considerations

It is the responsibility of the Chief Librarian & CEO to implement the Library Board’s direction with respect to VPL’s Indigenous Rights and Reconciliation Strategy.

Policy Statements

1. General
The Library Board is governed by the British Columbia Library Act, and is responsible for the effective management of VPL resources and delivering relevant and meaningful library services to the residents of Vancouver.

2. Accountability of the Chief Librarian & CEO
In order to facilitate optimum operational effectiveness, the Library Board recognizes that the Chief Librarian & CEO exercises all authority over and accountability of Library Staff and operations.

a) The Library Board’s sole official connection to the operational organization, its achievement, and conduct will be through the Chief Librarian & CEO, whose sole accountability is to the Library Board.
b) Board Members shall not deal directly with Library Staff unless otherwise requested by the Chief Librarian & CEO.
c) The Library Board will not give instructions to persons who report directly or indirectly to the Chief Librarian & CEO.
d) The Library Board will not evaluate, either formally or informally, any Library Staff other than the Chief Librarian & CEO.

3. Unity of Control
Only the Library Board, by majority vote, has authority over the Chief Librarian & CEO.

a) Decisions or instructions of a Board Member, officer or committee are not binding on the Chief Librarian & CEO except in circumstances when the Library Board has specifically authorized such instruction, through motion of the Library Board.
b) If a Board Member requests information or assistance without Library Board authorization, the Chief Librarian & CEO can refuse such requests at their discretion.

4. Delegation of Authority to the Chief Librarian & CEO
All Library Board authority and accountability delegated to management is delegated through the Chief Librarian & CEO.

a) The Library Board will instruct the Chief Librarian & CEO through written policies, Strategic Plan, Budget approval, and Board motions, providing general direction on what is to be achieved and the values, behaviours and business practices of the Library, allowing the Chief Librarian & CEO to use any reasonable interpretation of these policies. The Chief Librarian & CEO is authorized to establish all further policies, make all decisions, take all actions and develop all activities, which are true to these Library Board directions.
b) The Chief Librarian & CEO may further delegate powers, duties and functions assigned by the Library Board to any Library Staff through an administrative policy, job description, or other written authorization.

5. Financial Authority
The Library Board delegates financial authority provided in the Library Act through the Capital Budget policy, Operating Budget policy, Library Financial Reserves policy, and Procurement Policy.

6. Freedom of Information and Protection of Privacy Act

The Library Board delegates all powers and duties granted or vested in the head under the Freedom of Information and Protection of Privacy Act to the Chief Librarian & CEO.

Non-Compliance Consequences

Library Staff who do not comply with this policy may face disciplinary action, up to and including termination of employment. The Library Board may request that Council remove a Board Member who fails to comply with this policy.

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