Zoé Vallé Memorial Library

Report on Proposal Process

Report by the Village of Chester Commission
On the “In Camera” Proceedings Regarding a Possible Response to the Request for Proposals to Administer the Zoé Vallé Memorial Library

This report was presented at the Village Commission Monthly Meeting of January 22, 2026. [Download PDF](22 KB)  

The Zoé Vallé Memorial Library (ZVML or “the library”) Board of Trustees, in partnership with the Municipality of the District of Chester (the Municipality), decided in late August or early September 2025 that intended to issue a Request For Proposals (RFP) for the future governance of the library. After some preliminary review of the history, the Warranty Deed, and the physical plant, the Village of Chester Commissioners considered a potential response to the RFP at their 17 September 2025 regular monthly meeting. The subject was included in the “In Camera” section of the Agenda, because it considered financial and legal aspects of Commission governance (see Bylaw references below).

At the 17 September 2025 Village of Chester Commission (the Commission), the Commissioners unanimously decided to consider the possibility of a response to the Request for Proposals for the governance, operations and stewardship responsibilities of the Zoé Vallé Memorial Library. It was further agreed by the Commissioners that all discussions of this matter would be conducted in closed session.

The decision to discuss the ZVML RFP in closed session was made under the Municipal Government Act (MGA) Section 408B(2) that sets out ten topics to be discussed in closed session (often referred to as “in camera” session). The two sections under which confidentiality were considered necessary were:

408B(2) (a) acquisition, sale, lease and security of village property;
408B(2) (g) legal advice eligible for solicitor-client privilege.

The MGA also requires that these decisions will be reported upon in public once the subject under discussion has been decided, and that decision made final and public. This Report is prepared to meet that requirement.

The Village of Chester Commission met In Camera twice, at the regular Commission meeting on 17 September 2025 previously referenced, and at a Special Commission Meeting on 8 October 2025, to consider the Request for Proposals to administer the Zoé Vallé Memorial Library. The minutes of the meetings were recorded as required under the MGA and comply with the Legislative requirements related to In Camera Meetings and have standard evidentiary value. On 8 October 2025 the following motion was approved to submit a reply to the RFP. The Commission’s response to the ZVML RFP is available upon request, as are all staff reports prepared for consideration by Commissioners during the discussion and decision process. The minutes of the meeting, under Privacy considerations, are held in confidence for a minimum of five years, as provided in the legislation.

Moved by Commissioner Nauss, seconded by Commissioner Tom Mulrooney: That the Chester Village Commission agree to submit a response to the Request for Proposals issued by the Zoe Valle Memorial Library Board of Trustees and the Municipality of the District of Chester to manage and operate the Zoé Vallé Memorial Library. Motion carried unanimously.

The response to the ZVML RFP was submitted, as required, on the 20th of October 2025. Although the anticipated response date in the RVP was to be during November, the review and response was postponed. The Committee charged with reviewing all responses to the ZVML RFP submitted their recommendations to the Municipality in time for consideration on the Council’s 11 December 2025 regular meeting.

At that meeting on 11 December 2025 at the Council Meeting of the Municipality of the District of Chester, the motion was approved to accept the response by the Village of Chester Commission to the Request for Proposals for the Governance, Operations and Stewardship responsibilities of the Zoé Vallé Memorial Library.

Subsequently an email was received by Chair Pauley on 15 December 2025 from the Chief Administrative Officer of the Municipality, Tara Maguire, providing formal notice to the Chester Village Commission of this decision. The matter is now with the legal teams of the Municipality and the Commission to begin the transition.

This document is the formal report by the Village of Chester Commission regarding the decision made in closed session by the Commission to reply to the Request For Proposals to administer the Zoé Vallé Memorial Library.

Submitted by:
Geraldine Pauley
Chair, Village of Chester Commission

Village of Chester's Proposal

The Zoé Vallé Memorial Library is an important community asset, and one which the Commission envisions as a vital partner to serve the wider Chester community. The Village of Chester Commission’s vision is to continue the vital community role of the Zoé Vallé Memorial Library, as directed in the Warranty Deed, to provide the Chester community with a “Public Library and civic and community centre with appropriate books and appurtenances.” 

Proposals were made public by the Municipality in its Dec 11, 2025 Council Agenda package as part of the procurement process. [Download PDF](1.25 MB)

Frequently Asked Questions

Under Chapter 18, "Villages" of the Municipal Government Act, Section 423(1)(t) explicitly gives villages the power to operate "public libraries".

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