Request for Proposals (RFP)
Inclusive Governance through Public Library Association Board Policies Issued: October 6, 2025

Overview
The Lillooet Area Library Association (LALA) and the Kootenay Library Federation (KLF) are jointly seeking proposals from qualified lawyers or policy professionals to support the development of inclusive governance policies for British Columbia’s Public Library Associations (PLAs). The selected candidate will collaborate with our organizations to draft standardized yet customizable policies that promote effective, inclusive, and accountable governance across 36 PLA communities in B.C.

Project Scope
This project aims to develop, refine, and support the implementation of core governance policies for Public Library Associations governed by the B.C. Library Act. The policies will uphold the principles of transparency, accountability, inclusivity, and reconciliation, while ensuring legal and ethical compliance.

Key focus areas include:
• Annual General Meetings (AGMs)
• Board member behaviour and attendance
• Financial oversight
• Indigenous representation and reconciliation
• Democratic practices, equity, and inclusion

Background and Rationale
Public libraries are essential to community wellbeing, offering equitable access to knowledge and fostering lifelong learning. For PLAs to serve their communities effectively, strong governance structures are critical. Many existing board policies require updates to reflect current best practices in inclusion, reconciliation, and community accountability. This initiative supports the strategic goal of strengthening board governance and embedding values such as diversity, equity, intellectual freedom, and democratic engagement into the heart of library operations.

Project Objectives
• Develop governance policies that are transparent, inclusive, and adaptable across PLAs.
• Foster a board culture rooted in accountability and equity.
• Ensure policies are in alignment with the B.C. Library Act, financial and legal regulations, and the principles of UNDRIP.

Specific objectives include:
• Formalizing procedures for open and democratic AGMs
• Clarifying expectations around board conduct and attendance
• Establishing strong financial oversight practices
• Embedding reconciliation and Indigenous knowledge into policy
• Promoting democratic engagement, equity, and intellectual freedom

Project Activities
While the overall project includes several phases, this RFP specifically seeks a qualified individual or firm to fulfill Activity 2:
1. Policy Development Focus Groups – (coordinated by LALA/KLF)
2. Subject Matter Expertise – [This RFP] Draft policies using feedback from focus groups
3. Policy Review – Draft policies reviewed by focus group. Incorporation of feedback and suggestions for revisions.
4. Workshops – Knowledge sharing and training for implementation
5. Implementation & Ongoing Review – Guidance and scheduling for adoption and evaluation

Contract Activities
Proposal Requirements
Interested candidates are invited to submit a proposal that includes:
• A cover letter and summary of relevant experience
• Description of approach and methodology for policy drafting
• Fee structure and estimated timeline
• Resume or firm profile
• References or examples of similar past work (preferred)

Timeline
• EOI Release Date: October 6/25
• Question Period: October 10-17/25
• Proposal Submission Deadline: December 15/25
• Evaluation and Interviews: January 12-30/26
• Consultant Selection: February 6/26
• Service Commencement: February-March /26

Submission Instructions
Please submit your response by 4pm P/5pm M on December 15, 2025 to Melanie Reaveley, Executive Director, Kootenay Library Federation / 250-608-4490

Additional Information
• This RFP does not constitute a commitment to proceed with the project or to enter into a contract.
• The Lillooet Area Library Association and Kootenay Library Federation reserves the right to modify the scope of the project prior to contracting.
• Consultants may be invited to present their proposals in person or virtually.

The Lillooet Area Library Association (LALA) and the Kootenay Library Federation (KLF) gratefully acknowledge the financial support of the Province of British Columbia through the Ministry of Housing and Municipal Affairs and the Public Libraries Branch.