Applications Open for the Ajax Public Library Board
The Town of Ajax and Ajax Public Library are seeking community-minded residents to serve on the Ajax Public Library Board. Help shape the future of library services and contribute to a vibrant, inclusive community.
Apply online through the Town of Ajax by November 6, 2026.
Candidates moving forward in the recruitment process may be invited to participate in an interview to be held mid-November. If you require accessibility accommodations during the application process, please contact [email protected].
Learn More
Review the 2022-2026 Ajax Public Library Board Legacy document to learn about the Board's accomplishments, challenges, and hopes for the future or the Board's reflection on the end of their term.
The Library Board has position statements on:
Other informative documents such as Library policies or reports can be found on our Policies and Publications page.
Frequently Asked Questions
Q: Where can I find details about the rules and regulations that govern public libraries and library boards?
A: In Ontario, the legal framework around public libraries and library boards is within the Public Libraries Act (PLA) under the Ministry of Tourism, Culture, and Gaming.
Like all Canadian organizations there are several other Acts and Regulations with which public libraries must comply, such as the Municipal Act, Occupational Health and Safety Act, the Accessibility for Ontarians with Disabilities Act, the Copyright Act, and Federal/Provincial Tax Acts.
General information about Ontario’s public libraries can be found at: www.ontario.ca/libraries
The Public Libraries Act can be found online: https://www.ontario.ca/laws/statute/90p44
Q: What are the requirements or pre-requisites for being a Library Board Trustee?
A: The PLA outlines the eligibility requirements for Board Trustees. A person is qualified to be appointed if they are:
- at least 18 years old;
- a resident of the municipality where the Board is established; and,
- not employed by the Board or by the municipality.
Q: Are there particular skills or backgrounds that will be given preference?
A: No. A strong Library Board benefits from members with a wide range of experiences, perspectives, and skills that reflect the diverse community of Ajax. We welcome applicants from all backgrounds. Some Trustees may bring experience in areas such as finance, governance, law, education, business, or community service, while others contribute valuable insights as library users and community members. Together, these different perspectives help the Board provide effective oversight and ensure library services meet the needs of the community.
Q: How many people are on the Library Board?
A: Typically, the Ajax Public Library Board appointments have consisted of one (1) Council representative and eight (8) members of the public. The Chief Librarian and Executive Officer (CLEO) also participates with the Library Board. While the CLEO serves as the Secretary/Treasurer for the Library Board, they are not a voting member of the Library Board.
At the end of Board’s term (see below), recruitment is conducted for the eight (8) members of the public. Current Trustees seeking re-appointment for a subsequent term must re-apply for consideration.
Q: How long is the term of a Library Board Trustee?
A: Four (4) years. The Library Board terms are aligned with the terms for Municipal Council.
Q: What happens if I cannot complete my term as a Trustee?
A: While it is hoped that Trustees are able to sit a full term, a Trustee may resign at any time for any reason. Additionally, Board Trustees that become ineligible to remain on the Library Board during their term must resign. An example would be a Trustee who moves outside of Ajax.
Should a vacancy be created, a new Board member would be recruited and appointed by Council. The term for the new Trustee would be maintained as the term of Council, as such it would be a shorter term.
Q: What is the time commitment to be a Board Trustee?
A: Trustees can anticipate an average time commitment of four (4) hours per month, with opportunities for additional participation throughout the year and at each Trustee’s discretion.
The Library Board holds approximately eight (8) regular meetings each year. Trustees are expected to review the reports and materials in preparation for the meeting. Additionally, Trustees are expected stay informed about the Ajax Public Library’s services and programs as well as trends or legislation that may impact the library industry.
For a Trustee that isn’t in a leadership role (ex. Board Chair) or on an active committee of the Board, an estimated four (4) hours per month is required for the activities outlined above.
Q: How can I be involved as a Trustee, beyond monthly Board meetings?
A: Trustees are encouraged to take on a leadership role and/or participate on committees of the Board. Some committees have a regular schedule of deliverables throughout the year, while others may only have one or two (1-2) deliverables per year. Deliverables on average take under five (5) hours to complete, and that time may be distributed or concentrated across a year.
Trustees are encouraged to represent the Library on external bodies and committees such as the Ontario Library Boards’ Association, Ontario Library Services (OLS) committees, etc. Time commitments vary for these committees.
Q: When do I need to be available as a Library Board Trustee?
A: Library Board meetings are typically week day evenings, although the Board as a whole may control when meetings occur. Preparation for Board meetings can typically occur whenever a Trustee decides, with materials provided in advance. Occasionally, committees of the Board will choose to meet during week days or weekends.
Trustees are encouraged to attend Library programs and community events. Examples of these events include art show receptions, opening ceremonies for new initiatives or programs, partnership events with the Town of Ajax, etc., and may occur on week days, evenings, or weekends.
Q: What is the compensation for Library Board Trustees?
A: Ajax was the first Durham municipality to offer honorariums to committees and boards, which includes the Ajax Public Library Board. Library Board Trustees receive $75 each per meeting attended. Providing renumeration acknowledges the value of Trustees; Trustees ensure Library services reflect the needs of the community and are accountable to direct tax dollars and resources to maximize benefits to Ajax taxpayers.
Q: Does the Library Board deal with day-to-day management of the Library?
A: No. The Library Board’s main role is to set strategic goals for the Library, allocate resources, and monitor the Library’s progress towards those goals. All of this occurs within a framework of policies the Board establishes that govern how the Library functions. This is referred to as ‘Board Governance’; the Library uses the Carver Model of Board Governance. The day-to-day management and operations of the Library is the responsibility of the Chief Librarian and Executive Officer (CLEO) and their management team.
Q: What is the Library Board responsible for?
A: The Library Board oversees all aspects of the Library and has the responsibility to investigate and understand any situations or issues where the Library may not be in compliance with the policy framework or legislation governing Libraries.
The Board also hires and oversees the CLEO, the only employee of the Library Board. The Library Board acts through the CLEO by putting the responsibility for the performance of the Library on the CLEO. The CLEO determines how to meet the strategic goals set by the Library Board and structure Library teams and operations. In the event the Library is not meeting its strategic goals or is found to be non-compliant with the policy framework or legislative framework, the Library Board addresses this with the CLEO and decides if any disciplinary measures are necessary.
Q: What is the Carver Model of Board Governance?
A: The Carver Model of Board Governance is one of several popular ways to define the relationship between a Board and the organization it is responsible to oversee. The Carver Model was designed to be used for not-for-profit organizations, such as libraries.
Ajax Public Library adopted the Carver Model of Board Governance over 10 years ago.
The over arching principle of the Carver Model is that the Library Board’s main role is to set strategic goals for the Library and to allocate resources and monitor the Library’s progress towards those goals. This occurs within a framework of policies the Library Board establishes that govern how the Library functions and sets limitations on the authority and actions of the Chief Librarian and Executive Officer (CLEO).
In essence, the Library Board sets the strategic direction and the CLEO is delegated the responsibility for moving the Library in that direction while managing the day-to-day operations. The delegation of responsibility to the CLEO is set out in a formal policy that outlines the CLEO’s responsibilities and details any limitations placed on the CLEO. If the CLEO needs to do something that is outside of the limitations, they must consult with the Library Board and ask for explicit permission.
An overview of the Carver Model can be found at: http://dustinkmacdonald.com/carver-model-policy-governance/
Q: Can I get more specifics about what types of things the Library Board does?
A: The information above paints a broad picture of the Library Board’s responsibilities. Below is a list of examples of typical activities the Library Board performs:
- Monthly Meetings: The majority of the Board’s work occurs at the monthly meetings, which includes reviewing reports and presentations.
- Setting Strategic Goals and Performance Targets: Setting and reviewing long-term strategic goals and performance targets for the Library.
- Reviewing the Performance of the CLEO: In conjunction with reviewing the performance of the Library, a committee of the Board conducts a Performance Appraisal of the CLEO. This committee reports their observations and recommendations to the Board.
- Reviewing Board Policies: The individual policy statements that govern the Board and the Board’s relationship with the CLEO and the Library are grouped into three (3) sets of Board policy documents. These are reviewed in detail on a two (2) year schedule. A committee of the Board reviews the policy documents and reports their recommendations to the Board.
- Reviewing Board Performance: Each month, a Trustee is selected to review how the Board is performing against an individual policy statements mentioned above. Any issues with the Board’s performance are noted and a plan to deal with the issue(s) is made.
- Library Budget: The CLEO and the Library management team determine their budget requirements each year. Budget requirements are brought to the Library Board for review before being submitted as part of the Municipal budgeting process. The CLEO provides recommendations on how to best allocate the budget to meet the needs of the Library and make progress against the strategic goals set by the Library Board.
- Education and Professional Development: The Library Board can invite or attend education on library-related topics of interest. Examples of past sessions include: Board governance training, creating connections with the community, “Libraries of the Future,” and a screening of an intellectual freedom documentary.
- Library Events: The Library hosts programs and community events and Board attendance is encouraged. Examples of these events include art show receptions, opening ceremonies for new initiatives or programs, partnership events with the Town of Ajax, local parade, etc.