Policies

 Where required, the Library Board adheres to the Public Libraries Act, R. S. O. 1990, c. P44 as it relates to the composition of the Board and the election and appointment of officers. The purpose of this By-Law is twofold: to outline the appointment process, as per the Municipal Act, 2001, S.O. 2001, c. 25, and to guide the Library Board’s appointment of its officers. In addition, this By-Law outlines the responsibilities of each of these officers.

2.    Policy Statement 

2.1          This By-Law defines the purpose, roles and responsibilities of Library Board members; and

2.2          How members will conduct meetings, in accordance to the Public Libraries Act, R. S. O. 1990, c. P44 and the Municipal Act, 2001, S.O. 2001, c. 25.

3.    Composition of the Library Board 

3.1.        While the Public Libraries Act, section 10(4) prescribes a board of no fewer than five (5) members, and gives the Municipal Council the power to make appointments, the St. Marys Public Library Board shall be composed of a minimum of five (5) members and a maximum of eleven (11);

3.2.        In accordance with the Public Libraries Act, section 10(2a), Municipal Council shall not appoint more of its own members to the Board than the number that is one less than a majority of the Board;

3.3.        Any Contracting Municipality shall have the right to recommend one individual to Council for appointment to the Board in accordance with the contract. For St. Marys, one (1) Council representative and one (1) community representative will be accepted to the Board from contracting Municipalities;

3.4.        In accordance with the Public Libraries Act, section 10(3), a Board member shall hold office for a term concurrent with the term of the appointing Municipal Council, or until a successor is appointed;

3.5.        A Board Member may be re-appointed for one or more terms;

3.6.        A member seeking re-appointment must follow the same process of application for consideration as for new candidates to the Board;

3.7.        In accordance with the Public Libraries Act, section 13, if any member of the Board is disqualified from holding office, the members shall forthwith declare the seat vacant and notify the Municipal Council accordingly. A Board Member forfeits his or her seat if he or she:

• Is absent for three or more consecutive meetings without being authorized by a board resolution; or
• Becomes incapacitated; or
• Is convicted of an indictable offense; or
• Ceases to be qualified in accordance with the Public Libraries Act; or
• Otherwise forfeits his or her seat.

3.8.        In accordance with the Public Libraries Act, section 12, when a vacancy arises in the membership of the Board, the Municipal Council shall promptly appoint a person to fill the vacancy and to hold the office for the unexpired term, except where the unexpired term is less than forty-five (45) days.

4.    Officers of the Library Board 

4.1.        In accordance with the Public Libraries Act, section 14, at the first meeting of the new term, members of the Library Board shall elect a chair and vice chair from among the members of the Board;

4.2.        In accordance with the Public Libraries Act, section 15, the Library Board shall appoint a Chief Executive Officer (CEO), who may also be secretary and treasurer of the Library Board, as allowed by the Public Libraries Act, section 15(5); and

4.3.        If any of the officers retire, step down or are dismissed during his/her term, the Library Board must immediately elect or appoint a new officer.

 
5.    Terms of Reference for the Board Chair 

5.1.        In accordance with the Public Libraries Act, R.S.O. 1990, c. P44 section. 14 (3), a Board shall elect one of its members as chair at its first meeting in a new term;

5.2.        The term of office for the Chair of the St. Marys Public Library shall be for a period of two (2) years, at which a re-election of the Chair will commence. The current Chair is eligible for re-election;

5.3.        The Chair leads the Library Board, acts as an official representative of the Library, ensures the proper functioning of the Board and the proper conduct of Board business in accordance with the appropriate legislation/prescribed rules of procedures, as adopted by the Board; and

5.4.        The Chair:

• Presides at all meetings of the Board;
• Sits as an ex-officio member of all committees of the Board;
• In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, section 16(6), vote on all questions;
• Calls the Annual General Meeting each year, at the discretion of the Board;
• Acts as an authorized signing officer of all documents pertaining to Board business;
• Co-ordinate the CEO evaluation process; and
• Represents the Library Board, alone or with other members of the Library Board, at any public or private meetings for the purpose of conducting, promoting or completing the business of the Board.

 
6.    Terms of Reference of the Vice-Chair 

6.1.        The election of Vice-Chair shall take place at the first meeting of the Library Board;

6.2.        The Vice-Chair shall have a term in conjunction with the Chair (2 years), after which an election for new Vice-Chair shall commence. The current Vice-Chair is eligible for re-election; and

6.3.        In the absence of the Board Chair, the Vice-Chair shall perform the duties of the Chair, including presiding over Library Board meetings.

7.    Terms of Reference of the Secretary 

7.1.        As permitted by the Public Libraries Act, R.S.O. 1990, c. P44, section 15(5), the Chief Executive Officer of the St. Marys Public Library may serve as the Secretary of the Library Board;

7.2.        The Library CEO, with the approval of the Library Board, is authorized to delegate the duties and functions of the Secretary to a Library staff member;

7.3.        The Secretary acts as the record-keeper to the Library Board. In the absence of the Secretary, the Library Board may appoint one of its members as the acting secretary;

7.4.        In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, section 15(3), the Secretary will:

• Keep minutes of every meeting of the Board;
• Conduct the Board’s official correspondence; and
• Provide copies of minutes for each member of the Board.

8.    Terms of Reference of the Treasurer 

8.1.        As permitted by the Public Libraries Act, R.S.O. 1990, c. P44, section 15(5) the Chief Executive Officer of the St. Marys Public Library may serve as the Treasurer of the Library Board;

8.2.        The Treasurer shall monitor all financial activities of the Library, and shall ensure that complete and accurate records are kept in accordance with generally accepted accounting practices;

8.3.        In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, section 14(4), the Treasurer will:

• Receive and account for all the Library Board’s money;
• Deposit all money received on the Library Board’s behalf;
• Disburse the money as the Library Board directs; and
• Act as Treasurer for the Adult Learning Program of Perth.

8.4.        The Treasurer will act as an authorized signing officer of all documents pertaining to the financial business of the Library Board; and

8.5.        The Treasurer will provide the Library Board with a report of all financial account and the financial position of the Library, monthly or as otherwise required.

9.    Terms of Reference of the Chief Executive Officer (CEO) 

9.1.        In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, section 15(2) the Library Board appoints a CEO who, acting within the parameters of Board Policies:

• Makes recommendations on Policies to the Library Board;
• Carries out directions form the Library Board;
• Hires and terminates staff, in consultation with the Town;
• Attends all Library Board meetings, and prepares the agenda prior to each Board meeting in cooperation with the chair;
• Ensures the agenda, with all reports and enclosures, is distributed to all members of the Board prior to the relevant Board meeting;
• Implements overall direction of the Library; and
• Has all other powers and duties that the Library Board assigns, including oversight and providing direction to the Adult Learning Program of Perth, as well as serving as the representative of the Library on the joint management committee of Perth County Information Network (PCIN).

9.2.      The Library Board delegates the authority for management and operations of services to the Chief Executive Officer; and

9.3.       As a non-voting member of the Library Board, the CEO:

• Does not vote on Library Board Business;
• Sits ex-officio on all committees of the Library Board, and acts as a resource person;
• Develops and presents the Library budget before the Town of St. Marys Council and any contracting Municipalities;
• Reports directly to the Library Board on the affairs of the Library, and makes recommendations s/he considers necessary; and
• Interprets and communicates the Library Board’s decision to the Staff of the St. Marys Public Library and Adult Learning Program of Perth.

10. Meetings 

10.1.    The Board holds a minimum of seven (7) regular meetings annually, and may meet at such other times, as it considers necessary;

10.2.    The Board holds an Annual General Meeting (AGM) each year, the date being at the discretion of the Board;

10.3.    Under the Act, the CEO will call the first Board meeting of the new term. For all regular meetings other than the first meeting, the CEO shall give members at least seven (7) days’ notice of any meeting with materials, including an agenda and minutes of the previous meeting. Where possible, notice will be given one week in advance of the meeting (by paper or electronic means);

10.4.    All motions are recorded accurately by the Secretary;

10.5.    All meetings are open to the public, except as provided in Section 14; and

10.6.    The Chair may exclude any person for improper conduct at a meeting.

11. Special Meetings 

The Chair, or any two members of the Board, may summon a special meeting of the Board by giving each member adequate notice, not less than one week, in writing by paper or electronic means, specifying the purpose for which the meeting has been called.

12. Quorum 

The presence of a majority of Board members is necessary for the transaction of business at a meeting and constitutes a quorum.

13. Voting

13.1.    The Chair and Vice-Chair may vote with the other members of the Board upon all questions.  Any motions that have an equal number of votes for and against (tie) does not pass. Without a majority of votes in favour, the proposed motion dies;

13.2.    If a Board Member, at a meeting at the time of a vote, requests immediately before or after the taking of the vote that the vote be recorded, each member present, except a member who is disqualified from voting by any Act, shall announce his or her vote openly and the Secretary of the Board shall record each vote; and

13.3.    Any Board Member who is present at a Board meeting, who does not vote, shall be deemed to be a negative vote.

14. Closed Meetings 

14.1.    A meeting, or part of a meeting, may be closed to the public if the subject matter being considered is about one or more of the following:

• A personal matter about an identifiable individual;
• A proposed or pending acquisition or disposition of land by the Board;
• Labour relations or employee negotiations;
• Litigation or potential litigation, including matters before administrative tribunals, affecting the Board;
• Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and
• The consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act, if the Board or a Board member is the head of an institution for the purposes of that Act.

15.  Finance 

15.1.    The financial year for the Library falls with the financial year of the Town of St. Marys, January 1 to December 31;

15.2.    The financial year for the Adult Learning Programs of Perth falls with the financial year of the Ministry, April 1 to March 31. Year-end financial reporting for Adult Learning occurs at Town financial year and Ministry financial year;

15.3.    Council appoints auditors. The Library Accounts are included in the Town’s financial audit;

15.4.    All expenditures, if not already included in the approved budget, must be approved by a motion of the Board and, if necessary, of Council; and

15.5.    The Board may reimburse members for travel and other expenses incurred in carrying out duties as members of the Board.

16. Rules of Order 

16.1.    The location of Board meetings is generally the Library unless otherwise directed in the notification of the meeting;

16.2.    In the event no quorum is present within 30 minutes of designated starting time, the Secretary records the names of the members present and the meeting is adjourned and rescheduled;

16.3.    At the beginning of each meeting, each Board member declares any potential pecuniary interest or conflict of interest based on the agenda, as per the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50; and

16.4.    Each motion amendment is voted on before the main question is put to a vote. Any amendment made can only be applied to one motion.

17. Amendments to the Constitution 

17.1.    The Constitution is reviewed for any necessary changes every four years. Changes to the Act or other legislation may necessitate a change at any time. Should any applicable legislation require a change, the Constitution will be changed as soon as possible and the legislation supersedes the Constitution in the interim; and

17.2.    The Constitution may be amended by approval of a motion by a two-thirds majority of votes cast at a regular meeting of the Board provided that at least one week written notice is sent to each member, by electronic means or by paper, and that the notice includes notification of the proposed amendment.

18. Sub-Committees of the Board

18.1.         The St. Marys Public Library Board has used the sub-committee model in the past to prepare policy revisions, develop annual budgets, make hiring decisions and prepare recommendations to come before the Library Board.  Internal Committees include:

18.1.1.    The Personnel Committee (Two representatives), deals with staff issues, including dispute resolution, according to the Board/Town Relationship Policy and other Board policies including:

• reviewing the organizational chart as requested by the Board and/or by the CEO,
• attending staff meetings at the request of the CEO,
• conducting the CEO’s annual review in conjunction with the Chair,
• in the case of a Board vacancy, suggesting one or more suitable individuals to the Board for Council consideration.

18.1.2.    The Finance Committee (Two representatives), who, in conjunction with the CEO, is responsible for the preparation and presentation of the yearly budget to the Board and assists the Treasurer in monitoring for adherence to the budget.

18.1.3.    The Policy Committee (Two representatives) revises existing and drafts new Library policies for Board consideration in accordance with the schedule in the Standard Policy Practices or as required.

18.1.4.    The Adult Learning Program, Perth Committee (ALPP) (Two representatives plus an external representative), along with the CEO and Adult Learning Coordinator quarterly to:

• Consults on the preparation of the yearly operating budget;
• Monitors spending variances from the annual budget;
• Provides advice and support to the Learning Coordinator;
• Assists with grant and funding proposals, and;
• Advises on opportunities with the funding bodies.

18.1.5.    The Property and Planning Committee (Three Representatives)

• Monitors any issues relating to the Library building and surrounding property and makes recommendations to the Board for major repairs and alterations.
• Monitors issues related to Library equipment and makes recommendations to the Board and the CEO for repairs or replacements.
• Assesses library needs in the community;
• Reviews services of the Library in light of assessed needs;
• Makes recommendations to the Board regarding the Strategic Plan;
• Monitors progress on the Strategic Plan goals and objectives with the CEO;
• Is mindful of publicity and advocacy opportunities and recommends appropriate courses of action to the CEO and Board in accordance with the Advocacy Policy and Plan, and;
• Undertakes planning projects approved by the Board.

18.2.      The Library Board also nominates representatives to the following external boards:

18.2.1.    The Friends of the Library (FOL) (One representative), responsible for communicating with the Friends of the Library, attending their Executive Committee meetings monthly and reporting updates to the Library Board on their behalf; (Nominated Carol Robinson Todd for 2022-2026).

18.2.2.    The Perth County Information Network (PCIN) (Two Representatives), the association of libraries in Perth County who jointly share certain services, for example, a joint catalogue, and an information system.  The PCIN Board is the governing body of the association. The CEO sits on the joint management committee of PCIN.

18.2.3.    The Ontario Library Service (OLS) Trustee, responsible for representing the Board on one of the Provincial Board Assemblies, which provides an important communication link between OLS and library boards about OLS services.  This committee meets twice a year virtually. The choice of assembly is based on the population that a Library Board serves.  The Assembly provides:

• A forum for trustees to network, share information and hear how other boards deal with similar issues;
• An opportunity for trustee support and a venue for carrying forward training suggestions;
• A pool of trustees from which to elect members to the OLS Board;

18.2.4.    The Ontario Library Boards’ Association (OLBA) (1 informal representative) connects with OLBA and stays current with training opportunities.  The role of the OLBA is to:

• Provide a forum for library boards to discuss issues and ideas that will improve the operation of boards and the management of libraries in Ontario;
• Position library boards to act as catalysts for local community development;
• Enhance the image and visibility of library boards;
• Ensure comprehensive and continuing education (professional development) for public library boards;
• Provide mentoring, consultation and communication at the regional and individual board level;
• Work with other agencies who share common concerns and purposes;
• Promote government support for provincial networks and local funding.

Guidelines for Sub-Committees

19.1       Sub-Committees report directly to the Board and have no authority other than to conduct research,  draft recommendations and/or prepare alternatives for the Board’s consideration.

19.2   The Library Board as a whole must agree to adopt the recommendation of a Sub-Committee or it is

           deemed to be unsupported and not a decision of the Library Board.

19.3    Sub-Committees operate for defined periods of time and have a specific purpose which is defined by

            the Library Board as in Section 18 of this policy.

19.4    A Sub-Committee of the Board may include non-Board members.

19.5    Meeting of Sub-Committees shall be open or closed in accordance with the Public Libraries Act.

19.6    An agenda will be prepared for each meeting and posted ahead of time on the Town’s Committee

            website.

19.7    Minutes of the Sub-Committees shall be prepared and submitted to the Board.

19.8    Sub-Committees shall not supervise or direct staff.

19.        Related Documents

Public Libraries Act, R.S.O. 1990, c. P44

Municipal Act, 2001, S.O. 2001, c. 25

Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50

1. Objective

• The St. Marys Public Library exists to serve the community and is based on the fundamental concept of sharing resources. While the St. Marys Public Library is bound by legislation in the Public Libraries Act, R.S.O. 1990, c. P44, the St. Marys Public Library Board makes rules for the use of library materials, charges for certain services in the library, and imposes fines.

2. Policy Statement

• To encourage prompt return of its materials, the St. Marys Public Library Board outlines in this policy the fees associated with all late materials; and
• This policy outlines additional fees enforced by the St. Marys Public Library Board.
  
  

3. Loan Periods

Physical Materials (not online items)

Electronic items borrowed through products like Download Library do not accrue fines.

4. Library Materials (Fines)

Effective January 2022, the Library will be removing fines on late materials. However, if material is lost, patrons will be billed for the replacement cost of materials as well as any costs accrued in the retrieval of materials back to the library through UMS. 

5. Fees and Service Charges

The St. Marys Public Library Fees are associated with services outside of the scope of the Public Libraries Act. They include the following:

6. Overdue Item

The Library will do its best to notify patrons as their items approach their due date. This is done through email noticed and phone calls from staff. Library materials that reach their due date and do not have a hold waiting will automatically renew for the patron. However, it is the responsibility of patrons to keep their contact information in their account records up-to-date and monitor their due dates. When a patron provides an email address on their account, they will receive the following electronic notices: 

Lost items on a card with a total owing of $50 or more will be referred to our Collection Agency, Unique Management Services (UMS). A recovery fee of $12.95 per account (not per item) will be added to the patron record. Patrons will be contacted according to the following schedule:

UMS will try and contact via telephone and by written letter. Phone calls will be made Monday to Friday 6-9pm, Saturdays 9-3pm.

The process used by UMS is as follows: 

Credit reporting is only for patrons 18+ and based on parameters set by PCIN regarding specific dollar amounts still owed.

7. Related Documents

Public Libraries Act, R.S.O. 1990, c. P44

OP-02 Circulation Policy, St. Marys Public Library Policy

8. History

Date of Latest Board Approval: May 2024, November 2023

Date(s) of Revision(s): May 2024, November 2023, December 2021

1.1 Recognizing that the Library Board has a fundamental responsibility for upholding the principles or, as well as advocating for, intellectual freedom, and this policy ensures the rights of individuals to access information.

2. Policy Statement

2.1 This policy outlines the Library Boards stance on Intellectual Freedoms, as it pertains to the Library and its users.

3. Intellectual Freedoms

3.1 The Library Board adopts the Canadian Library Associations’ Statement on Intellectual Freedom and Libraries;

3.2 It is the responsibility of the Library Board, and those who work in the Library to:

• Recognize that all library users have the fundamental right to have access to all expressions of knowledge, creativity and intellectual activity;
• Facilitate access to all expressions of knowledge and intellectual activity, including those which some elements of society may consider to be unconventional, unpopular or unacceptable; and
• Make available all of the Library’s public facilities and services to all individuals and groups who need them.

3.3 The Library Board directs the Library Chief Executive Officer to ensure that the principles of intellectual freedom are integrated into all organizational policies, procedures and practices.

4. Related Documents

CLA’s Statement on Intellectual Freedom, Canadian Library Association 2015

5. History

Date of Latest Board Approval: November 2023 Date of next scheduled review: November 2026

Appendix A

The Canadian Library Association

Statement on

Intellectual Freedom and Libraries

The Canadian Library Association recognizes and values the Canadian Charter of Rights and Freedoms http://laws-lois.justice.gc.ca/eng/Const/page-15.html as the guarantor of the fundamental freedoms in Canada of conscience and religion; of thought, belief, opinion, and expression; of peaceful assembly; and of association.

The Canadian Library Association supports and promotes the universal principles of intellectual freedom as defined in the Universal Declaration of Human Rights http://www.un.org/en/documents/udhr/index.shtml, which include the interlocking freedoms to hold opinions and to seek, receive and impart information and ideas through any media and regardless of frontiers.

In accordance with these principles, the Canadian Library Association affirms that all persons in Canada have a fundamental right, subject only to the Constitution and the law, to have access to the full range of knowledge, imagination, ideas, and opinion, and to express their thoughts publicly. Only the courts may abridge free expression rights in Canada.

The Canadian Library Association affirms further that libraries have a core responsibility to support, defend and promote the universal principles of intellectual freedom and privacy.

The Canadian Library Association holds that libraries are a key institution in Canada for rendering expressive content accessible and affordable to all. Libraries are essential gateways for all persons living in Canada to advance themselves through literacy, lifelong learning, social engagement, and cultural enrichment.

Libraries have a core responsibility to safeguard and facilitate access to constitutionally protected expressions of knowledge, imagination, ideas, and opinion, including those which some individuals and groups consider unconventional, unpopular or unacceptable. To this end, in accordance with their mandates and professional values and standards, libraries provide, defend and promote equitable access to the widest possible variety of expressive content and resist calls for censorship and the adoption of systems that deny or restrict access to resources.

Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination.

Libraries have a core responsibility to safeguard and defend privacy in the individual’s pursuit of expressive content. To this end, libraries protect the identities and activities of library users except when required by the courts to cede them.

Furthermore, in accordance with established library policies, procedures and due process, libraries resist efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.

Library employees, volunteers and employers as well as library governing entities have a core responsibility to uphold the principles of intellectual freedom in the performance of their respective library roles.

The St. Marys Public Library understands the need to recognize and embrace the principles of Truth and Reconciliation with Ontario’s Indigenous population, as outlined in the Truth and Reconciliation Commission Report. The purpose of this policy is to demonstrate respect for the traditional custodians of the St. Marys and area territory and region.

2. Policy Statement 

2.1 This policy acknowledges the custodians of the traditional land of which the St. Marys Public Library resides on; and

2.2 This policy outlines the implementation of the acknowledgement, including the impact to collection and services of the St. Marys Public Library.

3. Declaration 

3.1. In the spirit and intent of Truth and Reconciliation Commission’s recommendations, the St. Marys Public Library Board and its employees acknowledge the traditional indigenous territories on which we gather;

3.2. Recognizing the work of both the Board and employees takes place on traditional Indigenous territories in Perth County, the Board and its employees affirm that acknowledging territory shows recognition of and respect for Indigenous People, both in the past and the present;

3.3. Further to 3.2, the Board and employees believe that territorial acknowledgements is not simply a pro forma statement, but rather a vital part of business to emphasize the importance of inclusion and establishing healthy, reciprocal relations that are key to reconciliation; and

3.4. In accordance with this policy, the St. Marys Public Library Board acknowledges with gratitude and respect the traditional lands of the Anishinabewaki and Attiwonderonk nations.

4. Collection Development

4.1. In accordance with the Collection Development Policy, all acquisitions, whether purchased, donated or leased, are selected to meet high standards in quality, content, expression and format. Criteria include:

• Suitability and quality of physical form, layout and construction;
• Suitability of subject and style for intended audience;
• Timeliness and accuracy of the information;
• Present and potential relevance to community needs;
• Strengths and weaknesses of the current collection;
• Demand in the community for a certain subject or title;
• Purchase price and other budgetary considerations; and

4.2. The St. Marys Public Library, when able, will provide materials relating to indigenous cultures, languages and peoples in the library-selected formats through either the direct collection or Perth County Information Network’s collection.

5. Services

5.1. The St. Marys Public Library will provide welcoming spaces and library services to Indigenous peoples and sharing elements of First Nations cultures with non-Indigenous persons.

5.2. The Library will offer programming of interest to the community on issues affecting Indigenous peoples and of interest to them, celebrating their diversity and experience. We will work closely with community representatives to ensure programs reflect a high level of respect for the indigenous experience.

6. Related Documents

Truth and Reconciliation Commission of Canada, http://www.trc.ca/

Native Land Digital, https://native-land.ca/territory-acknowledgement/

Collection Development Policy, St. Marys Public Library Board

7. History

Date of Last Board Approval: July 15, 2019

Date(s) of Revision(s): November 2023

1.1 To be effective, Library Board members must have sufficient knowledge of the purpose and duties they are responsible for performing. The Library Board is appointed, and functions in accordance with Public Libraries Act, R.S.O.1990, c. P44, the Constitution of the Board, and with current Library accepted policies and practices. The purpose of the Library Board is to govern the affairs of the public library in service to the community.

2. Policy Statement

2.1 This policy sets out the work of the Library Board and the ways in which the Library Board achieves its purpose; and

2.2 This policy outlines the Code of Conduct for members of the Board to follow.

3. Purpose of the Board

3.1 The Library Board oversees the development of a comprehensive and efficient Public Library and Adult Learning services by:

• Developing and expressing the Library Board’s philosophy and values;
• Articulating mission, service priorities and long-term strategy;
• Setting policies on governance and services;
• Planning for further Library/Adult Learning development;
• Delegating authority to the Chief Executive Officer, and evaluating his/her performance;
• Securing the resources to achieve the intended results;
• Exercising financial control over both Library and Adult Learning budgets;
• Advocating for Library service;
• Advocating for Adult Learning service; and
• Evaluating results and assessing outcomes and impacts.

4. Duties of the Entire Board

4.1 The Library Board governs effectively by:

• Working proactively and making decisions that focus on the Library’s and Adult Learning’s future and place within the community, representing the interests of the community as a whole;
• Providing opportunities for Board Development and Training;

• Working effectively as a team;

• Working collaboratively with the CEO and St. Marys Town Council, as well as other contracted municipalities;

• Evaluating the Board’s performance;

• Engaging the community in determining responsive and dynamic library services; and 

• Behaving with integrity.

5. Duties of the Individual Board Members

5.1 The Library Board expects its members to understand the extent of their authority and to use it appropriately. This policy sets out the obligations of individual Board Members. While an individual Board Member has several responsibilities, outside of a meeting of the Library Board he or she has no authority to make decisions on behalf of the Library Board;

5.2 Each Board Member is expected to become a productive participant in exercising the duties of the Board as a whole, including oversight of the Adult Learning Programs of Perth;

5.3 Individual members of the Library Board are responsible for exercising a Duty of Diligence as follows:

• Be informed of legislation under which the Library and the Adult Learning Programs of Perth exists, Board By-laws, mission, vision and values;
• Be informed about the activities of the Library, Adult Learning, and the community, as well as issues that affect both the Library and Adult Learning;
• Be prepared for all Board meetings; and
• Attend Board meetings regularly, contribute from a personal and professional experience, and use meeting time productively.

5.4 Individual members of the Library Board are responsible for exercising a Duty of Loyalty, as follows:

• Adhere to the regulations of the Municipal Conflict of Interest Act, R.S.O. 1990, c. M50;
• Act in the interest of the Library and Adult Learning, and community over and above other interest group involvement, membership on other Boards, Council or personal interest;
• Speak with “one voice” once a decision is reached and a resolution is passed by the Library Board; and
• Represent the Library and Adult Learning positively to the community.

5.5 Individual members of the Library Board are responsible for exercising a Duty of Care, as follows:

• Promote a high level of Library Service;
• Consider information gathered in preparation for decision making;
• Offer personal perspective and opinions on issues that are subject to Library Board discussion and decisions;
• Show respect for the opinions of others;
• Assume no authority to make decisions on behalf of the Board, outside of Board meetings;
• Know and respect the distinction in the roles of the Library Board with regard to governance and the employees, management and operations;
• Refrain from individually directing the Chief Executive Officer and the employees;
• Respect the confidential nature of Library service to users while being aware of, and in compliance with, applicable laws governing freedom of information; and
• Resist censorship of Library materials by groups or individuals.

5.6 Board members will review and follow the St. Marys Public Library Code of Conduct (see Appendix A).

6. Related Documents

Public Libraries Act, R.S.O.1990, c. P44

Municipal Conflict of Interest Act, R.S.O. 1990, c. M50

Code of Conduct for Members of Council and Local Boards, The Corporation of the Town of St. Marys By-Law 74-2018

Constitution of the Board, St. Marys Public Library By-Law-01

Library and Political Elections Policy, St. Marys Public Library Policy

7. History

Date of Latest Board Approval: September 2023

Date(s) of Revision(s): N/A

Date of next scheduled review: September 2026

1.1 To be effective, Library Board members must have sufficient knowledge of the Board Governance issues that are central to the role of the Library in the community. The Library Board is appointed and functions in accordance with the Public Libraries Act, with its Constitution, and with current Library accepted practice. Within this framework, the Board shall be knowledgeable about the process of library governance and the status of any issues facing the Library.

2. Policy Statement

2.1 This policy sets out the requirements for Board Orientation and ongoing training, and sets out the actions necessary to achieve this goal.

3. Introduction

3.1 New Board members will be provided with information on:

• The Board - including the Constitution and any appendices or by-laws, The Public Libraries Act, and available information on library governance such as the Southern Ontario Library Service (SOLS) Library Board Development Kit, Cut to the Chase: Ontario Public Library Governance at a Glance from the Ontario Library Boards’ Association;

• The Library - including the current Strategic Plan, the mission, vision and values, the current budget, all Library policies, the current format and explanation of the reports received regularly from the CEO; and 

• Any current plan (strategic, planning or otherwise) – including objectives and timelines for the Library’s current goals.

4. Orientation

4.1 The orientation of Board members is necessary in order for there to be a common and shared understanding of the authority and role of the Library Board;

4.2 Board members shall be given a thorough orientation within two months of their appointment to the Library Board;

4.3 The Chief Executive Officer (CEO) and the Board Chair shall be responsible for developing an agenda to provide an orientation which shall include, but not be limited to:

• Information on the Library’s and Adult Learning’s mission, vision and values;
• An overview of the Public Libraries Act, R.S.O 1990, c. P44;

• An overview of the Board Bylaws and governance policies;

• An overview of the Adult Learning Centre;

• An orientation to Perth County Information Network (PCIN);

• A discussion on the purpose, structure, code of conduct and function of the Library Board; and 

• A tour of the Library and the Adult Learning Centre, and an introduction to employees and services.

4.4 Each Board member will receive:

• A current copy of each St. Marys Public Library Policies;
• A copy and overview of the annual operating/strategic plan and the current Library and Adult Learning budgets;
• An application for library membership;
• A copy of the current legislation – Public Libraries Act R.S.O. 1990; Ministry of College, Training and Universities Business Plan, Service Agreement, Literacy Service Plan (Adult Learning);
• A copy of the Library Board Orientation materials prepared by the CEO, including key documents for both the Library and Adult Learning;
• Information regarding the Perth County Information Network consortium (PCIN); and
• A copy of “Cut to the Chase: Ontario Public Library Governance at a Glance” (Ontario Library Boards’ Association).

5. Audience

5.1 The Board will be provided with timely information on the progress of Strategic Planning goals and on other issues facing the Library at each regular Board meeting;

5.2 The CEO will develop the format of the information in conjunction with the Board; and

5.3 Board information will be sent out in a timely manner in accordance with the Constitution so that all members review the information prior to the meeting.

6. Related Documents

Public Libraries Act, R.S.O 1990, c. P44

Constitution of the Board, St. Marys Public Library By-Law

7. History

Date of Latest Board Approval: September 2019

Date(s) of Revision(s): July 2019, March 2014

Date of next scheduled review: September 2022

GOV-03 Standard Practice Policy

In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, s. 3(3) (the Act), the St. Marys Public Library (the Library) is under the management and control of the St. Marys Public Library Board (the Board). The Board has the sole authority and responsibility for establishing policies for the Library. Policies set the framework for governance and operations of the Library and the Adult Learning Centre, and provide direction to the Board and Library staff. Policies are an important tool for achieving both organizations purposes, and advancing the mission. Board members and staff are responsible for knowing, understanding and complying with the policies of the Library.

2. Policy Statement

2.1. This policy sets out the process that the Board follows to develop and monitor policies.

2.2. Policies shall be consistent in:

• Language and Format;
• Review and Approval process; and
• Publication and Implementation.

3. Types of Policies

3.1. The Board has established policies which relate to three core areas of the Library:

• Foundation policies which record the Board’s decisions on vision, mission, and values
• Governance policies which define the responsibilities and regulate the work of the Board
• Operational policies which regulate the services and day-to-day operations of the library

4. Responsibilities

4.1. The Board:

• Establishes a review schedule for existing policies which is typically a three-year schedule unless a different timeline is required by legislation. This review schedule is set in Appendix A and may be updated without Board approval as policies follow their approved schedule;
• Ensures that policies comply with the Act and all applicable legislation; and
• Is the final approval body for all Library policies.

4.2. The Policy Committee:

• Reviews existing Library policies in accordance with the review schedule or earlier at the recommendation of the CEO;
• Drafts new policies for consideration by the Board;
• Recommends the consolidation or withdrawal of policies to the Board; and
• Ensures all policies follow the consistent format set in Section 5 of this policy.

4.3. The CEO:

• Provides advice and assistance to the Board and to the Policy Committee in the policy development process;
• Provides all policy changes, in draft, at least seven days prior to the next scheduled Board meeting;
• Recommends an early review of certain policies to the Policy Committee should extenuating circumstances or emerging risks warrant it;
• Distributes and communicates policies to the Board, staff and users of the Library, as outlined in Section 6 of this policy; and
• Maintains a database of current and historical policies, tracking major revisions, consolidations and withdrawals of policies.

5. Policy Format

5.1. Policies shall follow a consistent format that:

• Employ a user-focused tone and are accessible;
• Are written in a “plain language”, avoiding jargon and use of unusual phrasing and words, where possible;
• Assign policy titles that reflect the purpose and content of the policy; and
• Are short and simple.

6. Policy Distribution

6.1. Following Board approval of a policy, the CEO:

• Updates the header of the policy to include the date of approval and the date of the next scheduled review;
• Updates the website and Appendix A: Policy Review Schedule, appended to this policy;
• Ensures that all Board members and Library staff have access to the policy, have reviewed the policy and are made aware of any changes;
• Saves an electronic document in a PDF or other read-only format in an accessible manner and maintains a record of the history of each policy;
• Ensures applicable Library procedures are changed if necessary to support the policy directives; and
• Adds the policy to the Board Policy binder.

7. Related Documents

Public Libraries Act, R.S.O.1990, c. P44 St. Marys Public Library. Policy Review Schedule - Appendix A

8. History

Date of Latest Board Approval: October 2015 Date(s) of Revision(s): February 2024 Date of next scheduled review: February 2028

Appendix A: Policy Review Schedule

Policies are generally reviewed once within the Library Board’s four year cycle but can be pulled forward outside of this schedule as revisions are necessary.

Notes:

The Employee Code of Ethics was reviewed and renamed the Staff Code of Conduct in March 2014.

The Multimedia Use Policy was withdrawn in April 2014 because it is now included in the Circulation and Services Policy.

1.1 In accordance with the Public Libraries Act, the St. Marys Public Library Board makes certain an effective planning process is in place for the Library;

1.2 This planning process is implemented to identify strategic priorities for the Library Board with the community in mind, and is used to plan and achieve these strategic goals/priorities; and

1.3 The planning process will enable the St. Marys Public Library to:

• Meet the need of the community;
• Maintain continuity of service;
• Respond effectively to change;
• Budget in an effective and responsible manner; and
• Ensure that the Library Board and staff share a common understanding of what the overarching goals of the Library are.

2. Policy Statement

2.1 This policy sets the parameters for the planning process and establishes a formal planning process.

3. Planning Process

3.1 The planning process will follow the guidelines outlined in the Public Libraries Act, R.S.O.1990, c. P44;

3.2 The St. Marys Public Library Board may establish an ad hoc Planning Committee to develop goal and a focus for the planning process. If such a Committee is established, it will consist of the Chief Executive Officer and at least two Board members;

3.3 The Library Board and/or the Planning Committee will develop a new or revised Strategic Plan, which will include the Mission, Vision and Values of the St. Marys Public Library, goals and strategies. In this process, the committee will review and consider:

• The character and needs of the community;
• The role of the library in the community;
• Municipal priorities;
• Fiscal needs and restraints;
• Marketing; and
• Advocacy;

3.4 The Strategic Plan will be presented to the Board for review and approval. Once approved, the Strategic

Plan will be communicated to the Town Council and to the St. Marys and Perth South Communities; and

3.5 The Chief Executive Officer will oversee the implementation of the Strategic Plan, providing frequent updates to the Board during monthly Board meetings. The Board and Chief Executive Officer may develop an Annual Action Plan including targets, timelines and actions to complete aspects of the Strategic Plan.

4. Community Consultation

4.1 When developing and reviewing the strategic plan, the CEO will ensure that consultation takes place with staff, customers, the CAO and Mayor and Council of the Town of St. Marys, and the broader PCIN community.

5. Review of the Plan

5.1 Before each year, the Library Board and/or the Planning Committee will review and assess the Strategic Plan. This will determine areas of focus for the following year, and will be reported to the Board as part of the ongoing assessment of the Plan and of community assessment;

5.2 The Board will review the strategic plan on at least two occasions during its term – once at the beginning of the term, and again at the end of the term; and

5.3 The Chief Executive Officer shall provide the Board and the community with an annual summary report on the implementation of the strategic plan. This report shall include the progress made on each element of the plan, indicators of success, challenges to achieving outcomes, and next steps.

6. Related Documents

Public Libraries Act, R.S.O.1990, c. P44

Purpose and Duties of the Board, St. Marys Public Library Policy

Mission, Vision and Values, St. Marys Public Library Foundational Policies

7. History

Date of Latest Board Approval: Date(s) of Revision(s): March 2005, November 2008, December 2011, October 2015, January 2020 Date of next scheduled review: January 2023

1.1 The collections support the St. Marys Public Library mission to stimulate the imagination and inquiry, through literature, reference and culture. The purpose of the Collection Development Policy is to provide guidance for library staff and patrons, outlining a clear understanding of the criteria involved in acquisition and management of the Library’s collection in order to fulfil the overall mission, vision and values.

2. Policy Statement

2.1 This policy sets out the parameters for the development of the collections and decisions on the selection of materials and is the basis for collection evaluation, planning and budgeting.

3. Collection Development Philosophy

3.1 In establishing this policy, the Library Board recognizes section 2(b) of the Canadian Charter of Rights and Freedoms which guarantees the freedom of thought, believe, opinion, and expression, including freedom of the press and other media of communication;

3.2 Recognizing the intellectual freedom and libraries statement provided by the Canadian Federation of Library Association, libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming environment. To that extent, the St. Marys Public Library Board:

• Acknowledges and accepts the responsibility to safeguard and facilitate access to all resources of which promotes expression of knowledge, imagination, ideas and opinions regardless of materials which some individuals and groups consider unconventional, unpopular or unacceptable;
• While the Library recognizes the rights of individuals to reject any library materials for personal use, the library will defend and promote equitable access to the widest possible range of content, and will resist censorship, or the adoption of systems, that deny or restrict access to resources;
• Will uphold the principles of intellectual freedom in the performance of collection development;
• Access to materials, barring legislative or legal limitations, will be permitted to all patrons, regardless of age, sex, gender, nationality etc. Parents, not staff, are responsible for monitoring and limiting the use of Library materials by children;
• The Library will not purchase, retain or accept materials for the collection that contravenes Federal or Provincial law; and
• The library is committed to developing indigenous collections in accordance with policy FN-05 Respect and Acknowledgement Declaration.

3.3 The St. Marys Public Library will have a collection dedicated to children and teen materials. To ensure

the collections are comprehensive, the Chief Executive Office, with support from the Collection Development Clerk will:

• Ensure the maintenance and organization of a comprehensive children’s and youth collection based on the Collection Development Policy;
• Ensure the collections reflect the changing educational needs and personal interests of children and teens. As well as trends in society; and
• Ensure that adequate funds are allocated to support the development and maintenance of these two collections.

4. Library Goals

4.1 For the Library to remain a vital information center to the Town of St. Marys and surrounding catchment, the Library will:

• Assemble and administer, in organized collections, books and related educational, informational and recreational materials in order to promote the communication of ideas, an enlightened citizenship and enriched personal lives;
• Provide contemporary and popular materials in a variety of formats according to patron demand, market trends and availability;
• Provide a progressive, user-oriented service which responds to and anticipates the educational, cultural, leisure and other information needs of the community;
• Provide a wide range of resources for self-development and independent study, and to complement formal education;
• Provide materials which stimulate and support enjoyment of, and participation in, cultural life,
• Place special emphasis on acquiring materials created by Canadians and materials about Canada; and
• Provide access to information of local interest or concern, including local history and authors, when possible.

4.2 The St. Marys Public Library supports The Canadian Federation of Library Associations’ (CFLA-FCAB) statement that:

• A diverse and pluralistic society is central to our country’s identity. Libraries have a responsibility to contribute to a culture that recognizes diversity and fosters social inclusion.
• The St. Marys Public Library strives to deliver inclusive service. We recognize and energetically affirm the dignity of those we serve, regardless of heritage, education, beliefs, race, religion, gender, age, sexual orientation, gender identity, physical or mental capabilities, or income.
• The St. Marys Public Library understands that an acceptance of differences can place individual and collective values in conflict. We are committed to tolerance and understanding.
• The St. Marys Public Library acts to ensure that people can enjoy services free from any attempt by others to impose values, customs or beliefs.

5. Selection Criteria and Maintenance

5.1 All acquisitions, whether purchased, donated or leased, are selected to meet high standards in quality, content, expression and format. Criteria include:

• Suitability and quality of physical form, layout and construction;
• Suitability of subject and style for intended audience;
• Timeliness and accuracy of the information;
• Present and potential relevance to community needs;
• Strengths and weaknesses of the current collection;
• Demand in the community for a certain subject or title; and
• Purchase price and other budgetary considerations.

5.2 Lost materials are replaced as the CEO and/or Collections Clerk deems appropriate, which may include replacement with materials other than the item lost Loans;

5.3 Multiple copies of single titles will only be purchased for express loan items, and are purchased at the discretion of the CEO and/or Collections Clerk;

5.4 The collection materials are available primarily in English. The Library provides materials in languages other than English primarily through participation in PCIN, the interlibrary loan network and, where available, through digital resources;

5.5 In order to maintain an active working collection of high standards, materials are withdrawn from the collection on a regular and systemic basis based on:

• The circulation health of the item (circulation rate);
• Worn or damaged materials;
• The relevancy of information; and
• Other practices deemed relevant by the CEO.

5.6 The Board recognizes the right of an individual or group to make a request for reconsideration of a specific item in the collection. Requests by individuals or groups to have an item or items reconsidered for the Library’s collection must be submitted in writing to the CEO. Responses to these requests are guided by the board’s position that:

• People have the right to reject for themselves material of which they do not approve but they do not have the right to restrict the intellectual freedom of others (see Foundational Document FN-04)
• It is the right of parents and legal guardians to develop, interpret and enforce their own code of ethics upon their minor children.

6. Local History

6.1 The Library will, when possible, collaborate with the St. Marys Museum, to provide access to local history through books, materials, and electronic databases;

6.2 The Local History collection covers history of the following:

• The St. Marys and surrounding area from the earliest period to the present;
• All subjects pertaining to local history; and
• Through print or digital resources, as they become available.
• Materials in the St. Marys Public Library’s Local History are permitted for circulation to the public with a Library card.

7. Accountability

7.1 In accordance with the Constitution of the Board, the CEO provides overall direction to the Library. As such, accountability for the overall development, maintenance, and management of the collection of materials is the responsibility of the CEO, which delegates this professional activity to qualified and knowledgeable employees;

7.2 Accountability for the application of this policy resides with the Library Board, ensuring that:

• The CEO acts in accordance with this policy;
• The CEO develops a detailed collection development procedure, and that those guidelines are adhered to and followed; and
• The terms of the policy are applied.

8. Gifts, Memorials and Donations

8.1 The St. Marys Public Library welcomes gifts, memorial donations and monetary donations to be used towards the collection development. While donors may request specific items for the collection, materials selection will be subject to this policy, along with the collection development procedures;

8.2 In-kind donations will be accepted by the Library. It is understood that all gifts and donations to the Library are freely given without any conditions;

8.3 The Library reserves the right to remove or dispose any donated materials, at any time, when deemed

appropriate and based on the criteria within this policy; and

8.4 Materials not added to the St. Marys Public Library collection may be directed to the Friends of the Library for the bi-annual book sale.

9. Related Documents

Canadian Federation of Library Associations, Position Statement on Diversity and Inclusion, 2008

Constitution Act, 1867 to 1982, Canadian Charter of Rights and Freedoms

Copyright Act, R.S.C., 1985, c. C-42

Criminal Code, R.S.C., 1985, c. C-46

Public Libraries Act, R.S.O.1990, c. P44

Constitution of the Board, St. Marys Public Library By-Law

Intellectual Freedom Policy, St. Marys Public Library Policy

Respect and Acknowledgement Declaration Policy, St. Marys Public Library Policy

10. History

Date of Latest Board Approval: November 2022 Date(s) of Revision(s): December 2012, March 2012, September 2019, November 2019, November 2022 Date of next scheduled review: November 2026

1.1 The St. Marys Public Library makes materials widely available to the community in an equitable manner, in order to maximize the use of the collections. The purpose of this policy is to promote universal access to a broad range of knowledge, experience, information and ideas, aligning with the Mission, Vision and Values of the St. Marys Public Library. Furthermore, this policy aims at protecting intellectual freedom and respect individuals’ rights to privacy and choice, as well as ensuring stewardship of materials, which are a public asset;

1.2 The St. Marys Public Library Board ensures fair conditions for library membership and borrowing privileges, while protecting resources in a responsible manner, and in accordance with the Public Libraries Act, R.S.O. 1990, c. P44.

2. Policy Statement

2.1 This policy will provide a mechanism for ensuring the equitable access and fair use of collections and services.

3. Library Membership

3.1 In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, no fee will be charged to residents of St. Marys or contracting municipalities:

• Admission to the library;
• The use of library materials;
• Borrowing circulating materials; or
• The use of information services.

3.2 As part of the Perth County Information Network membership, no fee will be charged under section 3.1 of this policy for services for any cardholder in any Perth County Information Network library;

3.3 Any person may be a member of the library with borrowing privileges subject to restrictions or limitations set out below:

• Any person who lives, attends school or owns property in the Town of St. Marys is eligible to receive a library card with borrowing privileges without charge upon presentation or acceptable identification;
• A non-resident of Perth County, or individual not within the St. Marys catchment, or an individual not part of the St. Marys reciprocal borrowing arrangement may receive a library card membership by paying a non-refundable fee which can be purchased monthly or annually; and

• Other non-resident cards (Huron County/ Region of Waterloo / Wellington County, etc.) have access to all of PCIN because PCIN has an agreement with that county’s library system. 

• Membership will be granted to an individual who is unable to provide identification verifying address. In this situation, borrowing will be limited to one item at a time until verification of address is provided.

3.4 A parent of guardian must apply for a library card on behalf of a child twelve years of age or younger, and must accept responsibility for any overdue fines incurred, including any lost or damaged materials;

3.5 Parents or guardians will be responsible to ensure their child follows the rules of membership at the St. Marys Public Library;

3.6 Membership may be suspended if a card is not in good standing. This occurs when the cardholder exceeds maximum allowable fines or other charges, or violates other library policies;

3.7 Library membership records will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the St. Marys Public Library policy Privacy and Access to Information. All personal information requests will be handled by the CEO; and

3.8 The use of a Library Card at any other PCIN library is subject to that library’s loan periods, fines and other circulation rules. Although most circulation rules are common, there may be items or services specific to a library for which that library sets the rules.

4. Conditions of Membership and Card Use

4.1 Membership is not transferable to other individuals;

4.2 Individuals are entitled to only one library card. Any lost or damage cards will be replaced for a fee;

4.3 The Library Card is property of the St. Marys Public Library, and must be returned upon request;

4.4 Lost or stolen cards must be reported immediately to library staff. Members are responsible for any materials borrowed on their cards until loss or theft is reported;

4.5 Change of address, name, phone number and email address must be reported to library staff as soon as possible;

4.6 Membership expires bi-annually; renewal requires verification of the member’s name, address, telephone;

4.7 Membership is suspended when fines exceed $10.00 and will be reinstated when account is paid below the $10.00 threshold; and

4.8 The Chief Executive Officer is authorized by the Board to withhold library membership privileges from anyone refusing to comply with Board policy, and will entrust the staff to deny the use of the library or its services for due cause.

5. Borrowing

5.1 In keeping with the Ontario Library Association’s Position on Children’s Rights in the Library, there are no restrictions on the materials borrowed by children. While the library staff can advise children on reading interests, the material selected by the child is the responsibility of the parent or guardian (see Appendix A);

5.2 The library will endeavor to provide Home Bound Support/Home Delivery when possible. Materials delivered to a patron’s residence will be done at no cost to the patron, and will be provided by a St. Marys Public Library staff member or trained volunteer;

5.3 Loans:

• A standard loan period of three weeks exists for materials borrowed, except those materials where a special loan period has been set. See St. Marys Public Library’s Fines and Fees for Service By-Law;

• Newspapers are non-circulating materials; and

• The library may impose limits on the total number of items which may be borrowed or shorten loan periods when there is heavy demand, or when holdings in a particular category/topic are limited.

5.4 Renewals:

• The PCIN Network has in place an autorenewal process for materials that are not on hold for other patrons and which qualify as renewable. This will happen two days before an items original due date automatically and patrons who receive email communications from the Library will receive a notification of this service.
• Additionally, Library items may be renewed in person, by telephone, through email or by catalogue access both in the library or remotely;
• Items on reserve for other members are not able to be renewed; and
• The maximum renewal period is up to three loan periods, at which point the item will be returned to the library.

5.5 Holds and Reserves:

• Library items may be reserved in person, by telephone or by catalogue access both in the library or remotely;
• When an item becomes available, the person will be notified either by telephone, email or text message (depending on patron correspondence on file); and
• All items are held for a period of six (6) business days. After that period, items will default to the next person on the holds list.

6. Charges

6.1 ”Traditional library items will not accrue fines, however if they are not returned within a set time period the cost of the items will be billed to the borrower;

6.2 “Non Traditional” library materials not returned within a set time will still be subject to both fines and the cost of the items will be billed to the borrower;

6.3 The library will not charge a processing fee for materials lost, damaged or removed from the collection;

6.4 Damaged or lost materials will result in the patron being charged for the replacement cost of the item;

6.5 Staff may make exceptions in extenuating circumstances;

6.6 Membership is suspended when charges exceed $10.00, and will be re-instated when all outstanding accounts are settled; and

6.7 Fines and replacement costs which exceed $50 may be passed on to our Collections Agency to assist with payment. Payments are to be made to the Library directly and are not collected on our behalf by the Agency.

6.8 The fines and fees of lost, damaged or late items will follow the St. Marys Public Library Fines and Fees for Service by-law.

6.9 The Library will charge a fee for non-resident cards which reflect the cost of library service within the

municipality.

7. Related Documents

Public Libraries Act, R.S.O. 1990, c. P44

OLA’s Position on Children’s Rights in the Library, Ontario Library Association 1998

Privacy and Access to Information Policy, St. Marys Public Library Policy

Loan Periods and Fees for Service, St. Marys Public Library By-Law

8. History

Date of Latest Board Approval: May 2024, September 2022 Date(s) of Revision(s): December 2012, March 2012, July 2019, September 2019 Date of next scheduled review: June 2024

Appendix A

The Ontario Library Association

Position on

Children’s Rights in the Library

Children in Public Libraries have the right to:

1. Intellectual freedom;
2. Equal access to the full range of services and materials available to other users;
3. A full range of materials, services and programs specifically designed and developed to meet their needs;
4. Adequate funding for collections and services related to population, use and local community needs;
5. A library environment that complements their physical and developmental stages;
6. Trained and knowledgeable staff specializing in children’s services;
7. Welcoming, respectful, supportive service from birth through the transition to adult user;
8. An advocate who will speak on their behalf to the library administration, library board, municipal council and community to make people aware of the goals of children’s services; and
9. Library policies written to include needs of the child.

Adopted at the Ontario Library Association

Annual General Meeting

November 1998

1.1 The St. Marys Public Library welcomes children of all ages to use its facility and services. As the Library is a busy and public place, the library staff cannot assume responsibility for the safety and well-being of children left unattended within the facility;

1.2 The St. Marys Public Library affirms the provisions of the Child, Youth and Family Services Act, 2017, S.O. 2017, c. 14, Sched. 1, s136(3), which states: “No person having charge of a child younger than 16 shall leave the child without making provision for the child’s supervision and care that is reasonable in the circumstances”.

2. Policy Statement

2.1 This policy sets out the regulations staff will follow, and affirms that parents, guardians or caregivers are responsible for providing supervision and care of their children while a child is on the premises of St. Marys Public Library

3. Expectations of the St. Marys Public Library

3.1 The library expects parents, guardians and caregivers:

• Supervise their children while in or on library premises;
• Monitor the use of services and collections by children under their care;
• Be responsible for borrowed materials and fines incurred by children under their care, as outlined in the OP-02 Circulation Policy and BL-02 Loan Periods and Fees for Service By-Law; and
• Monitor the use of the internet by children under their care, as per the Public Internet Use Policy. The library is not responsible for enforcing any restrictions the parent/guardian may place on a minor’s use of the library’s internet.

3.2 Children seven (7) years or younger must be accompanied by an adult or appropriate caregiver while in the Library;

3.3 Children seven (7) or younger attending Library programs must have a parent or appropriate caregiver present or in the Library, in the event the child requires assistance. Some programs may be exempt from this rule, and will be posted by Staff when it is appropriate.

4. Expectations of St. Marys Public Library Staff

4.1 Staff, having confirmed that reasonable care has not been provided for a child, will attempt to contact the parent, guardian or caregiver;

4.2 If a parent, guardian or caregiver cannot be contacted within a reasonable period of time, the staff will consult with the Chief Executive Officer (or senior staff), and then will refer the matter to the police and the Children’s Aid Society;

4.3 If a minor is left at the library at closing time, emergency closings, or in the event of an emergency, the staff person will:

• Not give the child a ride home;
• Attempt to contact the parent, guardian or caregiver;
• Contact the local police and the Children’s Aid Society;
• Remain with the child until the proper authorities can take the child into their protection; and
• Report the occurrence to the Chief Executive Officer.

5. Related Documents

Child, Youth and Family Services Act, 2017, S.O. 2017, c. 14, Sched. 1

OLA’s Position on Children’s Rights in the Library, Ontario Library Association 1998

Loan Periods and Fees for Service, St. Marys Public Library By-Law

Privacy and Access to Information Policy, St. Marys Public Library Policy

Programming Policy, St. Marys Public Library Policy

6. History

Date of Latest Board Approval: November 2019

Date(s) of Revision(s): N/A

Date of next scheduled review: November 2022

In accordance with the Ministry Labour, Training, and Skills Development Agreement and the Service Provider Guidelines for the Literacy and Basic Skills program, provisions are in place to offer training supports for learners who are registered with the Adult Learning Programs of Perth (Adult Learning). Training Support is available as a means of reducing and removing barriers to participation in the Literacy and Basic Skills program.

2. Policy Statement

2.1. This policy sets out the process that staff use to provide Training Support to Learners.

3. Types of Coverage

3.1. As outlined in the Ministry Labour, Training, and Skills Development Agreement for Literacy and Basic Skills, Training support is available for the following:

• Child Care;
• Transportation;
• Academic Credential Assessment;
• Accommodation(s) for persons with disabilities; and
• Other subsidy requests.

4. Cost Coverages

4.1. Learners who receive support from Ontario Works, Ontario Disability Support Program, Workplace Safety and Insurance Board or any other government funded agencies may not be eligible for Training Support if support is covered by those outside agencies;

4.2. Training support is only intended to subsidize the list of coverages stated within this policy. It is provided to assist with costs that are a barrier to attending the Adult Learning Program;

4.3. Child Care Expenses:

• May be covered up to a rate of $5.00 per hour per child up to $25.00 per day; and
• Are eligible for reimbursement provided the Child Care Providers are not the spouse or relatives living with learners.

4.4. Mileage:

• May be provided to Learners who live outside the catchment area of St. Marys or Stratford; and
• Mileage may be reimbursed at a rate of up to $0.30 per kilometer, to a maximum agreed upon by the Program Coordinator and Chief Executive Officer of Library Services.

4.5. Taxi Fare may be subsidized:

• If the weather is not suitable, within reason, for walking;
• If the distance from the Learner’s residence to the Literacy and Basic Skills classroom is greater than one and one-half (1.5) Kilometer; and
• If the Learner is physically unable to walk due to an injury, illness or other medical condition.

4.6. Other Subsidy Requests

• Learners may request a subsidy for support. Provided the request is reasonable and specific to the learner’s ability to use the service, a funding request will be considered for approval by the Administration; and
• Funding for subsidy requests are based on the financial capacity of the Adult Learning annual budget. As such, the Adult Learning Program is not obligated to cover any subsidy costs within this policy, including other subsidy requests.

5. Payment of Expenses and Documentation

5.1. Adult Learning will maintain supporting documentation for all training support disbursements, including learners' applications for training support, attendance records, original receipts, type of expense, and amounts paid out;

5.2. As per the Canada Revenue Agency requirements regarding taxable benefits, Training Support is taxable under The Income Tax Act. T4A slips will be issued to Learners receiving Training Support in excess of $500.00 per year;

5.3. The Adult Learning Centre follows the Town of St. Marys procedures and policies regarding finances and payments. In order to process payment of Training support, Learners must complete a direct deposit form and attach a void cheque;

5.4. Along with 5.1., Learners must sign a Training Support invoice for any support provided. This will also be signed by staff and act as proof of Training Support reimbursement submission. This is a Ministry mandate;

5.5. Taxi fares will be approved by the Adult Learning Program. The Coordinator of the program will set up a payment plan through the local taxi company should learners be approved for this reimbursement;

5.6. Child Care will be reimbursed monthly, upon Learner approval. Learners will complete a reimbursement claim form and submit to Adult Learning Coordinators; and

5.7. Parking tokens and bus tickets will be provided to learners who drive a personal vehicle or take public transit. Upon approval, tokens/tickets will be provided to learners up to a maximum determined by the Program Coordinator.

Related Documents

Ministry Labour, Training, and Skills Development Agreement

Service Provider Guidelines for the Literacy and Basic Skills

History

Date of Creation: May 2019

Date of Latest Board Approval: 2022 Date(s) of Revision(s): 2022

Date of next scheduled review: June 2026

1. Objective

1.1 The St. Marys Public Library believes the volunteer program creates opportunities for individuals to contribute to the library’s mission, vision and values in a meaningful and impactful way, while contributing to the community as a whole; and

1.2 By undertaking special projects, contributing to programs or services, volunteers assist the Library Board and staff in responding to new or growing service pressures.

2. Policy Statement

2.1 This policy is intended to outline the recruitment process, along with the roles and responsibilities, and the conditions and circumstances under which the St. Marys Public Library will engage volunteers

3. Volunteer Recruitment and Screening

3.1 Opportunities for volunteering at the St. Marys Public Library will be determined by the Chief Executive Officer or Library staff on an as needed basis, in accordance with program or service specifics;

3.2 Selection of volunteers is based on the following criteria:

• Skills necessary to perform desired tasks or duties;
• The ability of the volunteer to commit to a schedule required for the task or duty; and
• The capacity of the Library to undertake volunteers.

3.3 Volunteers will be asked to fill out a Volunteer Application Form (see Appendix A) provided by the Town of St. Marys Volunteer Recruitment Program, seeking information about skills, experience, interest and availability;

3.4 An interview with the Volunteer Coordinator for the Town, and/or Library staff will be arranged as part of the Town of St. Marys screening program;

3.5 Interested individuals must be 14 years of age or older, and able to complete the Volunteer Intake process; and

3.6 Volunteers will be required to obtain a satisfactory Criminal Record and Vulnerable Sector check from their local police service. That information provided to the Town of St. Marys and the St. Marys Public Library will be treated in complete confidence.

4. Orientation and Training

4.1 Town Volunteer Coordinator will provide an orientation to volunteering with the Town of St. Marys, and be the initial contact for the Volunteer;

4.2 Once the Volunteer has provided the Town Volunteer Coordinator with the appropriate documentation, and upon successful intake, Library staff will provide orientation to the Library. This will include a tour of the library and an overview of the positon;

4.3 Volunteers will received a copy of this policy, and directed to other Library policies for review;

4.4 Accompanying section 4.3, volunteers will be provided any training necessary to complete their assignments;

4.5 Volunteers will work with Library staff to determine a schedule that is in the best interest of both the Volunteer and the Library. This schedule will be finalized during the orientation process;

4.6 General orientation to the Library will include background of the St. Marys Public Library, the purpose and mission, as well as the nature of the volunteer program;

4.7 Training will consist of:

• Knowledge and skills required for successful completion of assignment;
• Operation of the program or service to which they are assigned;
• The purpose and requirements of the assignment;
• Hazards that the volunteer may encounter; and
• Any legislative requirements at the time of Volunteer appointment.

5. Tasks of the St. Marys Public Library Volunteers

5.1 Volunteers will not perform any tasks or duties which requires a license or certification if the volunteer does not possess such license or certification;

5.2 Volunteer tasks may include but are not limited to the following tasks and duties:

• Shelf reading and shelving;
• Delivery of materials to homebound patrons;
• Special projects;
• Care of library plants;
• Set-up/assistance with Library Programs; or
• Pull lists.

6. Volunteer Expectations

6.1 Volunteers will respect the confidentiality of personal information to which they may be exposed and respect the privacy of all staff and patrons. Volunteers will sign a confidentiality form as part of the Volunteer Intake (Appendix A);

6.2 Volunteers should not undertake any activity they feel they cannot physically perform and are to notify the staff accordingly. Basic health and safety precautions are to be followed by volunteers.

6.3 Volunteers are expected to be reliable and competent in the performance of their volunteer duties.

6.4 Volunteers will inform library staff of any impending absence or schedule changes as far in advance as possible.

6.5 Professional conduct and dress are expected at all times during a volunteer assignment. When working in the library, volunteers are expected to comply with the Rules of Conduct Policy. Failure to do so may result in the volunteer being asked to leave.

6.6 All library-related enquiries from patrons received by a volunteer should be directed to staff.

6.7 Volunteers should provide reasonable notice to staff of their intent to resign from the Volunteer Program.

6.8 Library volunteers may be asked to wear a name or volunteer tag for identification purposes.

7. Dismissal

7.1 Volunteers who do not adhere to Library or Town of St. Marys policies and procedures, or who fail to satisfactorily complete their tasks may be dismissed;

7.2 Accompanying 7.1, should there be a performance or compliance issues, volunteers will be placed on a performance management program to provide guidance to satisfactory performance and compliance;

7.3 While on St. Marys Public Library property and/or while performing volunteer activities on behalf of the library, volunteers are expected to maintain a professional level of behaviour. If the behaviour of the volunteer is deemed to drop below acceptable standards, the Volunteer will be reminded of the expectations when volunteering at the library;

7.4 If performance does not improve as described in 7.2, the volunteer will be dismissed from the program;

7.5 Grounds for immediate dismissal include, but are not limited to the following:

• Insubordination;
• Unwillingness or inability to support and further the mission of the library;
• Theft of library property;
• Illegal, violent or unsafe acts;
• Abuse or mistreatment of library users or co-workers;
• Smoking in unauthorized areas;
• Being under the influence of alcohol;
• Being under the influence of, possessing, selling or otherwise being involved with illegal drugs; and
• Behaviour that would be construed as harassment.

7.6 If a volunteer has been dismissed from any volunteer positions with the Town of St. Marys due to and infractions listed under this section, they will not be eligible for volunteer work with the St. Marys Public Library.

8. Related Documents

Occupational Health and Safety Act, R.S.O. 1990, C.0.1

Public Libraries Act, R.S.O. 1990, c. P44

Privacy and Access to Information Policy, St. Marys Public Library Policy

Rules of Conduct, St. Marys Public Library Policy

Staff Code of Conduct, St. Marys Public Library Policy

Town of St. Marys Corporate Volunteer Policy, June 2013

Town of St. Marys Volunteer Application Form

9. History

Date of Latest Board Approval: January 2020 Date(s) of Revision(s): January 2003, April 2007, October 2019, January 2020 Date of next scheduled review: February 2023

Appendix A

Volunteer Application

Contact Information

Name: _________________________________________________________________

Home Phone: _____________________      Cell Phone: _________________________

Street Address: __________________________________________________________

P.O. Box: _________________________      Postal Code:_________________________

Email Address: __________________________________________________________

Emergency Contact Name: _______________________ Phone Number: ___________

Area of Interest (Please check all that apply)

St. Marys Public Library

St. Marys Museum

Senior Services/Friendship Centre

Youth Services

Community Events

Aquatics

Employment History

Most Recent Employer: ______________________________________

Position: __________________________     Length of Employment: _______________

Volunteer Experience

1. Company: ________________________      Position: ______________________

Length of Role: ____________________

1. Company: ________________________      Position: ______________________

Length of Role: ____________________

1. Company: ________________________      Position: ______________________

Length of Role: ____________________

Personal Information

Please list any skills or resources including hobbies and interests that might benefit your work with the Town of St. Marys.

References

Please do not list relatives.

1. Name: ___________________________ Relationship: ________________________

Phone Number: ___________________ Email: ______________________________

2. Name: ___________________________ Relationship: ________________________

Phone Number: ___________________ Email: ______________________________

3. Name: ___________________________ Relationship: ________________________

Phone Number: ___________________ Email: ______________________________

Informed Consent

The above information is true to the best of my knowledge.

I authorize the Corporation of the Town St. Marys, herein known as “The Corporation” to collect, keep, and use my personal information appropriate to the position applied for concerning my employment history and to verify the character references I have supplied. I understand that confidentiality will be respected and no information that discloses my personal information will be released or published without consent unless required by law.

I understand that I may withdraw or change this consent at any time by contacting the Clerk’s office by telephone at 519-284-2340 ext. 241 followed by written confirmation delivered to the Clerk’s Office – Town Hall 175 Queen St East. P.O. Box 998 St. Marys ON N4X 1B6. I acknowledge that if I withdraw this consent, The Corporation has the right not to provide services.

I release, waive and forever discharge The Corporation and all of its employees, agents, servants, elected and appointed officials, successors and assigns from all claims, demands, damages, injuries, costs, expenses, liability, resulting losses, actions and causes of action, whether in law or equity, arising out of my participation in programs offered through The Corporation, however caused.

I take much of the information I receive during my volunteer involvement is confidential and will not disclose or release information to any person or agency except where required by law, any information or documents that identify anyone receiving services with the Town of St. Marys. I understand that a breach of client confidentiality may result in my being removed from my volunteer position.

I give permission to The Corporation and any media to take my photograph and/or record videotape for use in any future promotional material without compensation. I confirm that I have read and understand this consent prior to signing it, and I am aware that by signing this consent I am waiving certain legal rights which I or my heirs, next of kin, executors, administrators, and representatives may have against The Corporation.

Name: _________________________ Signature: ________________________________

Date: __________________________

1. Objective

1.1 The St. Marys Public Library Board believes information services is a vital element of library services, and makes every effort to ensure staff are well equipped to provide assistance to the public. As a result, staff will be provided with this policy to promote a uniformed standard of service in the highest possible quality, consistent with the available resources.

2. Policy Statement

2.1 This policy represents the Library’s standards for the delivery of reference and information services to the public.

3. Philosophy

3.1 The Mission of the St., Marys Public Library is to provide free and equitable access to library services. The Library preserves and promotes universal access to a broad range of knowledge, experience, information and ideas in a welcoming and supportive environment;

3.2 As information service is one of the most vital and visible expressions of the Library’s purpose and mission, it is critical to the Library’s service roles: to serve as a hub for information, research, readers’ advisory, education and technical assistance; and

3.3 Because information services continuously changes with technology, and more users interact with the library in a virtual world, the Library will explore means to offer service to information seekers at the place where they have questions: in person, through email, over the phone, online or via social media.

4. Services

4.1 All patrons seeking assistance in acquiring reader’s advisory, research and/or information services will be treated equally, with respect and courtesy, and in Accordance to the Canadian Library Association Position Statement on Intellectual Freedom (Appendix A);

4.2 Efforts will be made to provide information in an accessible manner as requested Membership is not transferable to other individuals;

4.3 All Staff are able to provide reference and information services. Where staff are uncomfortable or unable to assist the patron, they will seek another staff member to assist. If the questions still cannot be answered, the request shall be forwarded to the CEO;

4.4 If the information is unavailable at the St. Marys Library, staff will make the appropriate inquiries on acquiring the information ie. From the Museum, other PCIN libraries, Adult Learning centre etc. Staff will direct patrons to the appropriate organizations, when necessary;

4.5 Patron confidentiality will be respected at all times, and in accordance to the St. Marys Public Library’s policy Privacy and Access to Information and the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56;

4.6 Patrons initiating inquiries via telephone will receive the full attention of St. Marys Public Library Staff. If a Staff member is unable to fully address the request immediately, arrangements will be made to return the call on an agreed upon time period;

4.7 Requests received by mail, email, fax or other electronic means will be answered in a timely manner, generally within one to two business days;

4.8 Staff at the St. Marys Public Library will guide and assist patrons in in-depth searches, while providing instruction to the patron in an attempts to teach them the how-to’s for finding specific information, as time permits;

4.9 Staff may be asked to provide information from medical, legal, census or tax sources. Staff will do so readily and without prejudice, but will not offer any interpretation of the information in any circumstances;

4.10 Records for reference and information transactions are not kept. Emailed reference transactions will be deleted upon answering the query; and

4.11 Statistics for reference and information services will be collected periodically, and reported to the Ministry of Tourism, Culture and Sport. Generally, this will occur during the Typical Week Survey, however, it may happen more frequently as the CEO deems necessary.

5. Community

5.1 To facilitate sharing community information, the St. Marys Public Library will provide a bulletin board for community information. All postings must be approved by staff and in conjunction with the St. Marys Public Library’s policy on Community Information;

5.2 Notices of community events will be posted; however, content will be limited to non-profit and non-personal purposes, including events that support educational, cultural or non-profit organizations. The exception is that all Town of St. Marys events may be posted on the bulletin board;

5.3 Information may be promoted for new small businesses in the community, with a posting date up to two (2) months; and

5.4 Postings must include a date. Staff will remove postings for events that have passed or that do not have a date.

6. Readers’ Advisory

6.1 The St. Marys Public Library Board believes that a patron-oriented service aimed at assisting patrons in selecting resources/leisurely reading materials a core service;

6.2 Fundamentally, Readers’ Advisory is an unbiased consultation between St. Marys Public Library Staff and a reader that results in a literacy selection;

6.3 All staff will be trained and provided resources to facilitate Readers’ Advisory for any patron, including children, young adults and newcomers;

6.4 The St. Marys Public Library Staff will be proactive in offering Reader’s Advisory, initiating conversations with patrons in the Library to assist with selection of materials;

6.5 Staff will consider a reader’s interests and abilities when offering Readers’ Advisory through dialogue and open-ended questions; and

6.6 Where possible, reading aids will be places strategically throughout the Library to assist patrons in material selection.

7. Related Documents

Public Libraries Act, R.S.O. 1990, c. P44

Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56

CLA’s Statement on Intellectual Freedom, Canadian Library Association 2015

Accessibility Policy, St. Marys Public Library Policy

Community Information Policy, St. Marys Public Library Policy

Privacy and Access to Information Policy, St. Marys Public Library Policy

8. History

Date of Latest Board Approval: March 2014, January 2020 Date(s) of Revision(s): May 2003, October 2019, January 2020 Date of next scheduled review: February 2023

Appendix A

The Canadian Library Association

Statement on

Intellectual Freedom and Libraries

The Canadian Library Association recognizes and values the Canadian Charter of Rights and Freedoms http://laws-lois.justice.gc.ca/eng/Const/page-15.html as the guarantor of the fundamental freedoms in Canada of conscience and religion; of thought, belief, opinion, and expression; of peaceful assembly; and of association.

The Canadian Library Association supports and promotes the universal principles of intellectual freedom as defined in the Universal Declaration of Human Rights http://www.un.org/en/documents/udhr/index.shtml, which include the interlocking freedoms to hold opinions and to seek, receive and impart information and ideas through any media and regardless of frontiers.

In accordance with these principles, the Canadian Library Association affirms that all persons in Canada have a fundamental right, subject only to the Constitution and the law, to have access to the full range of knowledge, imagination, ideas, and opinion, and to express their thoughts publicly. Only the courts may abridge free expression rights in Canada.

The Canadian Library Association affirms further that libraries have a core responsibility to support, defend and promote the universal principles of intellectual freedom and privacy.

The Canadian Library Association holds that libraries are a key institution in Canada for rendering expressive content accessible and affordable to all. Libraries are essential gateways for all persons living in Canada to advance themselves through literacy, lifelong learning, social engagement, and cultural enrichment.

Libraries have a core responsibility to safeguard and facilitate access to constitutionally protected expressions of knowledge, imagination, ideas, and opinion, including those which some individuals and groups consider unconventional, unpopular or unacceptable. To this end, in accordance with their mandates and professional values and standards, libraries provide, defend and promote equitable access to the widest possible variety of expressive content and resist calls for censorship and the adoption of systems that deny or restrict access to resources.

Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination.

Libraries have a core responsibility to safeguard and defend privacy in the individual’s pursuit of expressive content. To this end, libraries protect the identities and activities of library users except when required by the courts to cede them.

Furthermore, in accordance with established library policies, procedures and due process, libraries resist efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.

Library employees, volunteers and employers as well as library governing entities have a core responsibility to uphold the principles of intellectual freedom in the performance of their respective library roles.

Approved by Executive Council ~ June 27, 1974

Amended November 17, 1983; November 18, 1985; and September 27, 2015

1. Objective

1.1 The St. Marys Public Library recognizes that the needs of young people are important in their own right; that their intellectual growth, cultural appreciation and recreational activities should be fostered through quality library service, delivered with consideration and respect

2. Policy Statement

2.1 The Library provides service for young people of all ages to assist in developing their full potential. This policy sets out the services for children and teens.

3. Rights of the Individual

3.1 The St. Marys Public Library Board endeavors to provide services based on the principles stated in the Ontario Library Association’s Children’s Rights in the Public Library (Appendix A) and the Ontario Library Association’s Teens’ Rights in the Public Library (Appendix B).

4. Collections:

4.1 The St. Marys Public Library will have a collection dedicated to children and teen materials. To ensure the collections are comprehensive, the Chief Executive Office, with support from the Collection Development Clerk will:

• Ensure the maintenance and organization of a comprehensive children’s and youth collection based on the Collection Development Policy;
• Ensure the collections reflect the changing educational needs and personal interests of children and teens. As well as trends in society; and
• Ensure that adequate funds are allocated to support the development and maintenance of these two collections.

5. Reference and Reader’s Advisory

5.1 The Library St. Marys Public Library provides children and teens with open access to information available throughout the library, and assists these groups with finding information using the same respect and consideration assured to all customers.

6. Programs

6.1 The Library will provide programming for children and teens, both in and out of the library to stimulate creativity potential and to encourage and facilitate the love of reading, independent learning and promote the use of the library;

6.2 The CEO will ensure adequate funds are allocated to support these programs;

6.3 Library staff will cooperate with the community agencies and schools in providing programming for children and teens; and

6.4 Whenever possible, staff will invite feedback from teens in order to plan programs that suit their interests and needs.

7. Library Space

7.1 The Library will provide areas specifically designated for children and teens, where space allows;

7.2 The children’s area will have furniture, shelves and equipment that are designed for, and accessible to children;

7.3 The Library will ensure that signage is clear and age-appropriate;

7.4 Any designated children’s or youth area is an interactive learning environment where controlled noise levels are acceptable, and where young users are invited to explore the library materials and services in their own way.

8. Staffing

8.1 The St. Marys Public Library Board will support ongoing and staff training/development in children’s and youth services; and

8.2 The Library staff will assist young people with finding materials, using the internet or attending programs. However, parents, guardians and/or caregivers are responsible for their children’s or youth’s use of the Library, as per the Circulation Policy, the Public Internet Use Policy, Rules of Conduct Policy and Unattended Children Policy.

9. Community Outreach

9.1 The Library communicates and cooperates with other community groups and agencies devoted to serving youth by actively encouraging the continued cooperation of schools and other community groups on the use of the Library; and

9.2 The Library staff provide expertise and support for community groups and organizations serving youth.

10. Related Documents

Public Libraries Act, R.S.O. 1990, c. P44

OLA’s Position on Children’s Rights in the Library, Ontario Library Association 1998

OLA’s Position on Teen’s Rights in the Library, Ontario Library Association 2010

Collection Development Policy, St. Marys Public Library

Circulation Policy, St. Marys Public Library

Programming Policy, St. Marys Public Library

Public Internet Use Policy, St. Marys Public Library

Rules of Conduct Policy, St. Marys Public Library

Unattended Children Policy, St. Marys Public Library

11. History

Date of Latest Board Approval: November 2019 Date(s) of Revision(s): N/A

Date of next scheduled review: November 2022

Appendix A

The Ontario Library Association

Position on

Children’s Rights in the Library

Children in Public Libraries have the right to:

1. Intellectual freedom;

2. Equal access to the full range of services and materials available to other users;

3. A full range of materials, services and programs specifically designed and developed to meet their needs;

4. Adequate funding for collections and services related to population, use and local community needs;

5. A library environment that complements their physical and developmental stages;

6. Trained and knowledgeable staff specializing in children’s services;

7. Welcoming, respectful, supportive service from birth through the transition to adult user;

8. An advocate who will speak on their behalf to the library administration, library board, municipal council and community to make people aware of the goals of children’s services; and

9. Library policies written to include needs of the child.

Adopted at the Ontario Library Association

Annual General Meeting

November 1998

Appendix B

The Ontario Library Association

Position on

Teen’s Rights in the Library

Young people are valuable members of our library community who deserve the same respect, dignity and human rights as all library members. This document provides a framework for developing library services to teens that meet the educational, informational, and cultural and leisure needs of young people in ways that are developmentally appropriate. Each public library has a different community to serve and therefore different priorities and needs. Although specific services for teens have not been well established in all libraries, these goals are created in the belief that young adulthood is a unique life stage and that young adults are entitled to the same quality of library services offered to other age groups in the population. (Adapted from the IFLA Guidelines for Library Services for Young Adults, 2006 and the YALSA Guidelines for Library Services to Teens, Ages 12-18, 2006.)

The goal of library services for teens is to assist with the transition from children’s services to adult services and to provide access to both resources and an environment that meets the needs of young people for intellectual, emotional and social development. Specifically these needs are based on the unique seven developmental needs of adolescents and the five core values of quality service to teens:

Teens in Ontario Public Libraries have the right to:

1. Intellectual freedom

The library establishes clear policy statements concerning the right to free access by

young adults to library resources and information sources; and respect for the rights of young adults to select materials appropriate to their needs without censorship, The library’s teen collection, policies and services should be consistent with the concepts of intellectual freedom defined by the CLA, OLA and Ontario Human Rights code

2. Equal access to the full range of materials, services, and programs specifically designed and developed to meet their unique needs.

The Library integrates library service to teens into the overall plan, budget and service.

program for the library. Library service to teens is integrated with those offered to other user groups.

3. Adequate funding for collections and services related to population, use and local community needs.

The Library incorporates funding for materials and services for teens in the library operating budget and ensures there is equitable distribution of resources to support programs and services for young adults.

4. Collections that specifically meet the needs of teens.

The Library provides a wide spectrum of current materials of interest to young adults

to encourage lifelong learning, literacy, reading motivation, and reader development. The library endeavors to develop collections that encourage leisure reading, support homework and school success and responds to gender and cultural diversity. The library provides unfettered access to technology including social networking, licensed databases, and other online library resources for teens.

5. A library environment that complements their physical and developmental stages.

The Library provides identifiable spaces for teens that are separate from children’s

spaces where possible, reflects their lifestyle and allows for teens to use this library space for leisure or study, either independently or in groups.

6. Welcoming, respectful, supportive service at every service point.

The Library promotes friendly, positive, non-biased customer interactions with teens, providing staff development and training and ensures that services for teens embrace cultural and gender diversity and economic differences. Library staff will endeavor to respect the teen’s need for privacy and nonjudgmental service and assist young adults in acquiring the skills to effectively access all library resources and become information literate.

7. Library Programs and Services appropriate for Teens.

The Library fosters youth development by providing programs for teens that contribute

to literacy, life- long learning and healthy youth development. The library endeavors to provide volunteer opportunities for helping others through community service hours including participating on Library Advisory Boards, and other projects that help develop a sense of responsibility and community involvement. The library’s teen services initiatives are effectively managed according to best practices in the field of Youth Services.

8. Trained and knowledgeable staff specializing in teen services.

Library staff is knowledgeable about adolescent development and age appropriate

resources for young adults inclusive of those with special needs. The library provides services by teen specialists as well as by others who are trained to serve teens.)

9. An advocate who will speak on their behalf to the library administration, library board, municipal council and community to make people aware of the goals of teen services.

The Library works in partnership with other community agencies and organizations to support all aspects of healthy, successful youth development.

10. Library policies are written to include the needs of the youth.

Adopted at the Ontario Library Association

Annual General Meeting

June 2010

OP-08 Staff Code of Conduct

1. Objective

1.1 The St. Marys Public Library is committed to maintaining the highest standards of professional excellence consistent with its core values. The Code of Conduct is established to ensure employees adhere to the highest standards of professional conduct;

1.2 The Board and its Staff have a shared responsibility to demonstrate integrity, transparency and dignity in all working relationships. The Code of Conduct outlines standards for the conduct for which all employees are accountable. The Code of Conduct is designed to prevent both staff and the St. Marys Public Library from placing the organization at risk; and

1.3 All Staff are expected to, and be aware of, the Staff Code of Conduct and related policies, which should be read in conjunction with the Town of St. Marys Team Member Code of Conduct.

2. Policy Statement

2.1 This policy sets out the expectations of the Board onto Staff, applying to all Staff and Volunteers with the St. Marys Public Library.

3. General Principles

3.1 All Staff members must strive to:

• Conduct themselves in a professional manner that protects St. Marys Public Library’s reputation, ensuring continued confidence in the Library system;
• Treat all persons with honesty and fairness, with proper regard for the individuals rights;
• Act responsibly in the performance of their duties at all times;
• Be professional and courteous with the public, fellow colleagues, Board members, Town of St. Marys employees, Council, and the Mayor to resolve any issues, concerns or disagreements;
• Carry out duties in a fair, impartial and transparent manner;
• Promote and enforce the health and safety of all who work and use the library;
• Avoid using their position improperly for personal advantage; and
• Ensure all steps are taken to ascertain Personal Information and Confidential Information obtained in during employment is safeguarded and protected in accordance with the Municipal Freedom of Information and Protection of Privacy Act, or as required by other legislation.

4. Collections Access, Materials and Library Equipment

4.1 Staff are granted generous access to the collection, and may borrow materials without penalty of

overdue fines;

4.2 The St. Marys Public Library is dedicated to the following principles of library service with respect to the use of library materials:

• All patrons are entitled to equal and timely access to library materials. This applies equally to members of the public and to staff who are also library users. Library staff do not receive preferential treatment;
• Staff will abide by the Library’s rules and procedures for the borrowing and use of library materials. This includes observance of both the system checkout procedures for removing material from the premises, as well as the various local procedures that apply to the use of such things as new books and reference items. Adherence to these rules and procedures ensures the best possible access for all library users; and
• Staff will not engage in the theft, defacement, or unauthorized borrowing of library materials, as they are a violation of public trust and are illegal.

4.3 Staff have access the Library’s internet, computers and electronic mail services for work-related purposes. Staff are responsible for ensuring their use of these resources is both ethical and lawful, and will be conducted in accordance with all policies of the Town of St. Marys in using these resources;

4.4 Staff may, with reasonable and responsible usage, use the library’s equipment, access internet and personal email on their own time, provided it does not adversely affect their work or the work of others, and has minimal effect on the library’s resources;

4.5 Library staff will not make copies of software, nor will staff download software or attachments onto a work computer station without the expressed consent of the Chief Executive Officer or the Town of St. Marys IT department. This is to mitigate the threats of viruses, phishing scams or vulnerabilities to the computers, network or IT infrastructures;

4.6 Correspondence sent from a Library email address or on behalf of a library staff member should be treated as a personal document; and

4.7 Library staff will adhere to the Town of St. Marys Social Media Policy.

5. Alcohol and Drug Use

5.1 Staff must never perform their job duties and responsibilities while under the influence of alcohol, drugs or other similar substances;

5.2 Impairment in the workplace is unacceptable. All staff are expected to report to work Fit for Duty and remain so for the duration of their shift;

5.3 The use, distribution, storage, sale and/or possession of illicit drugs and/or alcohol by a staff member on Library property, is strictly prohibited; and

5.4 Staff will adhere to the Town of St. Marys Fit For Duty policy, following all provisions within that policy including usage of prescription drugs and consequences for not being Fit for Duty.

6. Workplace Safety/Prevention of Violence

6.1 Staff are not permitted to commit any violent act or threatening gestures, or speech against other staff or members of the public;

6.2 Staff are not permitted to bring weapons of any kind, or any instruments designated to look like a weapon into the workplace; and

6.3 Staff will abide by the Occupational Health and Safety Act and the Town of St. Marys Respect in the Workplace Policy.

7. Harassment

7.1 All staff have the right to work in a workplace which is free of harassment, threats, intimidation, violence

or malicious comments;

7.2 No violent, intimidating, or threatening behavior or misconduct in any form will be tolerated;

7.3 The Library is committed to providing staff with a work environment free of unlawful discrimination or harassment;

7.4 No form of harassment, including either sexual or personal harassment, will be tolerated, whether it involves staff or members of the public; and

7.5 Staff will adhere to this policy, in conjunction with the Town of St. Marys Respect in the Workplace Policy and the Ontario Human Rights Code.

8. Related Documents

Public Libraries Act, R.S.O. 1990, c. P44

Ontario Human Rights Code, R.S.O. 1990, c.H.19

Occupational Health and Safety Act, R.S.O 1990, c. O.1

Municipal Freedom of Information Protection of Privacy Act, R.S.O. 1990, c. M.56

Privacy and Access to Information Policy, St. Marys Public Library Policy

Reference and Information Policy, St. Marys Public Library Policy

Respect in the Workplace, Town of St. Marys Policy

Fit for Duty Policy, Town of St. Marys Policy

Social Media Policy, Town of St. Marys Policy

Team Member Code of Conduct, Town of St. Marys Policy

9. History

Date of Latest Board Approval: March 2014, January 2020 Date(s) of Revision(s): March 2006, August 2019, January 2020 Date of next scheduled review: October 2022, March 2023

1.1 The St. Marys Public Library Board believes that programs complement other library services, providing an opportunity to highlight collections, promote services, and share knowledge or expertise. These programs are strong mechanisms for outreach and promotion, which allow the library to forge partnerships with a wide variety of groups and individuals, in order to attract users of all ages, backgrounds and abilities;

1.2 The St. Marys Public Library Board believes programs raise the library’s profile, as well as a posing a positive impact on library use; and

1.3 Programming will support the St. Marys Public Library Board’s Mission, Vision and Values, and include educational, recreational and cultural events or activities freely accessible to members of the public.

2. Policy Statement

2.1 This policy outlines the provisions of the programs at the St. Marys Public Library;

2.2 This policy will provide staff with the necessary guidelines to assist them in developing Library programs; and

2.3 This policy will be used in conjunction with the St. Marys Public Library Programming and Marketing Plan.

3. Selection Criteria

3.1 Events and programs offered at the St. Marys Public Library will:

• Be responsive to current interests and needs of the communities served;
• Be tailored to meet specific needs of the communities served;
• Reflect the diversity found in our community and be inclusive of all members of our community;
• Be consistent with the Library’s Strategic Directions/service priorities;
• Be limited on attendance based on safe use of space; and
• Ensure programs are open to all on a first come, first served basis, either with pre-registration or general admission;

3.2 Additional criteria that is considered, although not necessary to ensure programs are acceptable include:

• Creating and/or promoting community partnership;
• Encouraging literacy and an enjoyment of reading;
• Highlights materials and services offered at the library;
• Offer training and assistance with new technologies at either the Library or Adult Learning Centre;
• Promote awareness of contemporary issues and information required to engage and inform the community;
• Celebrations of local history/cultural awareness; and
• Attracting new and unique user audience to the Library.

3.3 Programs may be sponsored, conducted, hosted, or offered in partnership with other organizations to:

• Support the Library or Municipality’s Strategic Plan;
• To support the interest and needs of the communities;
• To provide information to the communities;
• To promote and increase awareness of the Library’s resources and services;
• To promote literacy; and
• To participate as a partner in Perth County Information Network initiatives.

3.4 Programming opportunities must take into consideration community interest, available space, hours of operation

3.5 Library programs will be advertised to the community in a variety of formats;

3.6 Library programs and outreach activities will be approved by the Chief Executive Officer; and

3.7 Programs will be developed to ensure they complement and do not compete with another service or program that exists within the Municipality’s departments.

4. Intention of Programming

4.1 Programs offered or hosted at the St. Marys Public Library are intended to:

• Raise the library’s profile, reinforcing its essential role within the community
• Encourage use of the library’s resources
• Support customers in the use of the library’s resources
• Support all types of literacy and life-long learning
• Support the values of diversity and inclusivity.

4.2 St. Marys Public Library is committed to providing equitable access to services for all members of the St. Marys and Perth South communities; and

4.3 Library programming shall not exclude topics, books, speakers, media and/or other resources because they may be controversial.

5. Audience

5.1 The St. Marys Public Library Board believes balanced programming for all ages is an important aspect of the Library’s mission;

5.2 Further, the St. Marys Public Library will offer programs to children, teens, adults and families that supports and aligns with section 3 of this policy; and

5.3 In accordance with the Accessibility Policy, the Library encourages and supports the participation of everyone, and will make accommodations where possible, to enable participation to all programs.

6. Evaluation

6.1 In order to ensure offered programs are impactful, relevant and enjoyable for the public, the St. Marys Public Library regularly evaluates the program through community responses and suggestions for future events;

6.2 Programs at the library are designed with measurable outcomes determined by the programming team and are evaluated after each program;

6.3 The Library will make available a process for user feedback and expressions of opinions/program concerns; and

6.4 The Chief Executive Officer will ensure adequate funding is allocated each budget year to support this policy.

7. Suggestions for Programs

7.1 The community is encouraged to make suggestions to the Library regarding programming;

7.2 The Programming Team will evaluate these suggestions based on criteria outlined in Section 3. Not all suggestions will be used or implemented, however, the Team will evaluate each suggestion the Library receives; and

7.3 Suggestions can be made in person, through social media or through email to staff working at the library. The Programming Team will receive each suggestion and a decision will be made in a reasonable period.

7.4 The St. Marys Public Library understands that an acceptance of differences can place individual and

collective values in conflict. We are committed to tolerance and understanding.

8. Endorsements

8.1 The St. Marys Public library Board does not imply endorsements or recommendations for any products or services mentioned during a program run in the library; and

8.2 The activities, beliefs or opinions of speakers expressed in a Library program do not state or reflect those of the Library, the Library Board or Library staff.

9. Related Documents

Public Libraries Act, R.S.O. 1990, c. P44

OLA’s Position on Children’s Rights in the Library, Ontario Library Association 1998

Canadian Federation of Library Associations, Position Statement on Diversity and Inclusion, 2008

Accessibility Policy, St. Marys Public Library Policy

Advocacy Policy, St. Marys Public Library Policy

Childrens’ and Teen’s Services Policy, St. Marys Public Library Policy

Circulation Policy, St. Marys Public Library Policy

Programming and Marketing Plan, 2019-2023, St. Marys Public Library Programming and Marketing Plan

10. History

Date of Latest Board Approval: September 2022 Date(s) of Revision(s): November 2008, March 2003, October 2015, August 2019, September 2022 Date of Next Scheduled Review: 2026

Appendix A

The Ontario Library Association

Position on

Children’s Rights in the Library

Children in Public Libraries have the right to:

1. Intellectual freedom;

2. Equal access to the full range of services and materials available to other users;

3. A full range of materials, services and programs specifically designed and developed to meet their needs;

4. Adequate funding for collections and services related to population, use and local community needs;

5. A library environment that complements their physical and developmental stages;

6. Trained and knowledgeable staff specializing in children’s services;

7. Welcoming, respectful, supportive service from birth through the transition to adult user;

8. An advocate who will speak on their behalf to the library administration, library board, municipal council and community to make people aware of the goals of children’s services; and

9. Library policies written to include needs of the child.

Adopted at the Ontario Library Association

Annual General Meeting

November 1998

1. Objective

1.1 The St. Marys Public Library Board recognizes the importance of connectivity in the digital age. The Board believes that providing access to the internet enables the Library to connect to ideas, information and commentary from within the community and across the world, and offering that access to the community is a valuable and essential resource.

2. Policy Statement

2.1 The Library Board provides this policy to fulfil the Library’s mission, vision and values, in keeping with the Canadian Federation of Library Association and Ontario Library Association’s statements on Intellectual Freedoms.

3. Access to Computers

3.1 Information and resources available online through the Library website or in-house provide the community with an opportunity to expand and enhance the materials offered at the St. Marys Public Library;

3.2 The St. Marys Public Library offers computer station use onsite through the Public Access Computer service point;

3.3 The St. Marys Public Library offers free and unregulated access to internet technologies, both wireless and wired, through these Public Access Computer service points to the public;

3.4 The Library reserves the right to limit time on public workstations as necessary to allow for access to all users. If a user is asked to leave a workstations, refusal to leave will constitute a violation of this policy and of the St. Marys Rules of Conduct Policy;

3.5 The St. Marys Public Library does not discriminate in any way access to the Public Access Computer stations or the wireless network;

3.6 Children are afforded the same rights as teens and adults regarding computer and internet access. The Board and Library Staff does not accept responsibility for enforcing restrictions which a parent or guardian places on a child’s use of the Internet resources;

3.7 Public may use their own devices by connecting wirelessly to the Library network. No library card or password is required;

3.8 The Library offers these services regardless of library card membership;

3.9 The Library does not censor by restricting access to the Internet resources. While some websites may contain content or information that could be construed as controversial or inappropriate, the Library does not filter, restrict, prohibit or prevent users from accessing content; and

3.10 The Library does not take responsibility for any damages done through connection to the wireless network. This includes, but is not limited to malware, viruses or any other issues whereby the device does not properly work.

4. Responsible Computer Use

4.1 While access to content is unregulated, it is expected that users will access the internet in such a way that does not disturb others. In addition, users of the Library internet are expected to be respectful to their fellow patron/community members using the library service;

4.2 Installing, downloading, or modifying any software on the Public Access Computers is strictly prohibited;

4.3 Any damages to the Library computers, or their peripheral devices, is the responsibility of the patron. Abuse of the equipment or services may result in the patron being denied further access to the Public Access Computers and the wireless network;

4.4 Malicious damage may result in prosecution;

4.5 Patrons may not use the Public Access Computers or the Library’s wireless network for any illegal activities, or to place materials on the Internet related to any illegal activity;

4.6 Users are responsible for ensuring they are compliant with copyright and other associated intellectual property rights or laws;

4.7 All users will comply to federal and provincial legislations regulating Internet use, including the provisions of the Criminal Code regarding obscenity, child pornography, sedition, incitement of hate, etc.;

4.8 Any illegal activity will result in the user being denied further access to the Public Access Computers and wireless network. Staff are authorized to contact the police if there is suspicion of illegal activities;

4.9 The Library is not responsible for any unattended devices including phones or laptops; and

4.10 The Library is not responsible for any damages sustained by a patrons’ wireless devices or their contents while using the Library’s wireless network.

5. Assistance from Staff

5.1 Staff will, when possible, provide assistance with:

• Access to the public workstations and personal devices;
• Helping users begin their search for information;
• Assist with finding government forms/resources; and
• Access to subscription databases and ebooks.

6. Privacy and Confidentiality

6.1 Use of the Library’s Public Access Computers and/or network falls under the provisions found in the St. Marys Public Library Policy Privacy and Access to Information;

6.2 Privacy at the workstations is not guaranteed. Internet stations are situated in public areas, and others may view content being viewed by users in the area. Staff will take reasonable measures to ensure privacy and confidentiality.

7. Related Documents

Statement on Intellectual Freedom and Libraries, Canadian Federation of Library Association, 2015

Intellectual Rights and Freedoms, Ontario Library Association, 2005

Children’s and Teens’ Services Policy, St. Marys Public Library

Rules of Conduct Policy, St. Marys Public Library

Staff Code of Conduct Policy, St. Marys Public Library

Unattended Children Policy, St. Marys Public Library

8. History

Date of Latest Board Approval: September 2019 Date(s) of Revision(s): July 2019, April 2016, March 2014, June 2012, April 2009, June 2008, March 2006, May 2003 Date of next scheduled review: September 2022

OP-11 Community Information 

1. Objective

1.1 In accordance with the Library’s Mission and vision statements, displays and distribution of materials connects local residents to local services and resources, providing opportunities for involvement and information dissemination to the community;

1.2 The Library provides access to information regarding the community, community activities, agencies, organizations, institutions and resources or services provided by community groups. These information resources have a designated spot within the Library; and

1.3 While the public information board is hosted and monitored by library staff, this policy, and the information presented on the information board, conforms to the Canadian Library Associations’ Statement of Intellectual Freedom, and furthermore the Library, its staff or the Board does not imply the approval or endorsement of any materials posted on the community board.

2. Policy Statement

2.1 This policy sets the parameters for inclusion and display of community information at the St. Marys Public Library.

3. Community Information—Collection and Access

3.1 The library will collect and keep current information on the services of the community, its agencies and organizations, including but not limited to:

• Municipal services or events;
• Community groups;
• Health and social services agencies;
• Recreational and cultural institutions;
• The Adult Learning and Partners in Employment resources, courses or activities; and
• Materials related to the Perth County Information Network.

3.2 The library will ensure easy, convenient and confidential access to information on agencies and/or organizations. Access may be through print media or electronic resources;

3.3 The Library staff will be knowledgeable about community agencies and organizations and capable of referring people appropriately and in a sensitive manner; and

3.4 Patron confidentiality will be respected at all times, in accordance with the St. Marys Public Library’s Privacy and Access to Information Policy.

4. Displays

4.1 The Library may elect to provide a public display board for information about events that serve the needs of the local community, or fit within the parameters outlined in section 3.1 of this policy;

4.2 All materials submitted, used or placed on display become the property of the St. Marys Public Library;

4.3 Library staff shall place, post and remove all materials on the bulletin board and in the brochure racks;

4.4 The Library, and its staff, reserve the right to dispose of materials deemed as inappropriate. The CEO will be made aware of materials that are deemed inappropriate and will make the final decision;

4.5 The Library does not return unsolicited materials or notify individuals or groups if their materials are not acceptable for any reasons;

4.6 Materials are made available in response to the diverse informational, recreational, cultural and educational needs of the community. These materials may represent varying points of view. They will reflect current conditions, trends, and controversies so that members of the community may inform themselves and make individual judgments;

4.7 In providing these materials, it is accepted that while people have the right to reject for themselves material of which they do not approve, they do not have the right to restrict the freedom of others; and

4.8 The Library does not participate in partisan politics nor take an advocacy role on issues outside the library world, and will comply with the Library and Political Elections Policy.

5. Acceptable Materials

5.1 Materials will be accepted as display space is available;

5.2 Preference will be given to materials of the following types and in this order of priority:

• Notices of library programs, events, activities, and services;
• Notices of community interest from local municipalities, departments, and local non-profit agencies; and
• Notices of cultural, educational, and recreational events.

5.3 Materials that are not acceptable for display or distribution at the St. Marys Public Library include, but are not limited to, the following:

• Materials that contravene the Ontario Human Rights Code, federal or provincial laws and regulations.
• Materials that contravene St. Marys Public Library policies, procedures, regulations, or Rules of Conduct.
• Materials whose primary focus is partisan or political in nature; however, political materials may be eligible when announcing meetings and forums for discussion of community issues, following rules from the Library and Elections Policy;
• Faith-based materials whose primary purpose and/or editorial policy is the promotion of faith;
• Materials advertising and promoting commercial products or services;
• Personal ads and notices, including items for sale or rent, pledge forms; and
• Multiple copies of the same posting in Library display areas (exception: library postings and signage).

6. Requests for Information Displays

6.1 Written requests for display space should be directed to the CEO/Chief Librarian. The CEO/Chief Librarian must approve the request and in some cases may determine that the display needs to be staffed by the requesting organization;

6.2 Displays will be booked on a first come first served basis;

6.3 Displays will be booked for a maximum of seven (7) days unless otherwise approved by the chief librarian;

6.4 The Library will provide the group with a designated space, table and chairs;

6.5 Groups will not be permitted to sell items or solicit donations from Library users and staff with the exception of Remembrance Day Poppies and Canadian Cancer Society Daffodils;

6.6 Any damage caused to the display space or tables of the Library during the display time will be the responsibility of the group or organization using the space;

6.7 The Library does not accept responsibility for the safe return of materials;

6.8 The Library reserves the right to refuse a request for an information display.

7. Electronic and Online Displays

7.1 The Library may choose to display community information electronically on monitors and other display devices within or outside the library. This may replace print notices;

7.2 Guidelines regarding acceptable electronic materials will be consistent with those for print; and

7.3 Decisions regarding online promotions are entirely at the discretion of the Chief Executive Officer or designate.

8. Social Media

8.1 The St. Marys Public Library website and social media accounts are designated to strictly promote Library programs, services and information, and will include the Adult Learning Programs of Perth, as well as critical information revolving around the Perth County Information Network (PCIN); and

8.2 St. Marys Public Library may use the social media outlets to selectively communicate, share or promote information from or regarding other organizations, groups or individuals if it has benefits to the Library, its community, or its users.

9. Related Documents

Ontario Human Rights Code, R.S.O. 1990, c.H. 19

CLA’s Statement on Intellectual Freedom, Canadian Library Association 2015

Code of Conduct Policy, St. Marys Public Library Policy

Library and Political Elections Policy, St. Marys Public Library

Privacy and Access to Information Policy, St. Marys Public Library Policy

10. History

Date of Latest Board Approval: January 2020 Date(s) of Revision(s): March 2005, December 2012, April 2015, January 2020 Date of next scheduled review: March 2023

Appendix A

The Canadian Library Association

Statement on

Intellectual Freedom and Libraries

The Canadian Library Association recognizes and values the Canadian Charter of Rights and Freedoms http://laws-lois.justice.gc.ca/eng/Const/page-15.html as the guarantor of the fundamental freedoms in Canada of conscience and religion; of thought, belief, opinion, and expression; of peaceful assembly; and of association.

The Canadian Library Association supports and promotes the universal principles of intellectual freedom as defined in the Universal Declaration of Human Rights http://www.un.org/en/documents/udhr/index.shtml, which include the interlocking freedoms to hold opinions and to seek, receive and impart information and ideas through any media and regardless of frontiers.

In accordance with these principles, the Canadian Library Association affirms that all persons in Canada have a fundamental right, subject only to the Constitution and the law, to have access to the full range of knowledge, imagination, ideas, and opinion, and to express their thoughts publicly. Only the courts may abridge free expression rights in Canada.

The Canadian Library Association affirms further that libraries have a core responsibility to support, defend and promote the universal principles of intellectual freedom and privacy.

The Canadian Library Association holds that libraries are a key institution in Canada for rendering expressive content accessible and affordable to all. Libraries are essential gateways for all persons living in Canada to advance themselves through literacy, lifelong learning, social engagement, and cultural enrichment.

Libraries have a core responsibility to safeguard and facilitate access to constitutionally protected expressions of knowledge, imagination, ideas, and opinion, including those which some individuals and groups consider unconventional, unpopular or unacceptable. To this end, in accordance with their mandates and professional values and standards, libraries provide, defend and promote equitable access to the widest possible variety of expressive content and resist calls for censorship and the adoption of systems that deny or restrict access to resources.

Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination.

Libraries have a core responsibility to safeguard and defend privacy in the individual’s pursuit of expressive content. To this end, libraries protect the identities and activities of library users except when required by the courts to cede them.

Furthermore, in accordance with established library policies, procedures and due process, libraries resist efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.

Library employees, volunteers and employers as well as library governing entities have a core responsibility to uphold the principles of intellectual freedom in the performance of their respective library roles.

Approved by Executive Council ~ June 27, 1974

Amended November 17, 1983; November 18, 1985; and September 27, 2015

OP-12 Public Code of Conduct

1. Objective

1.1 The St. Marys Public Library is committed to maintaining the highest standards of professional and user-oriented excellence consistent with its core values. The Code of Conduct is established to ensure the public adhere to this code of conduct in order to produce an inviting, encouraging and impactful experience for all users;

1.2 The Public Code of Conduct encourages behaviours appropriate to the protection of library materials, property and members within the library. It is enforced for the comfort and protection of all persons using the library space and services;

1.3 This policy applied everywhere the Library conducts business, whether on Library property, within the community or through the Virtual library and its social media accounts; and

1.4 It is the Library Board’s intrinsic belief that everyone has the right to enjoy the services offered at the St. Marys Public Library without disturbance, in an environment that is mutually respectful and courteous, and one that creates a safe and inviting atmosphere that is conducive to life-long learning, creative expression and barrier free.

1.5 All Staff are expected to, and be aware of, the Staff Code of Conduct and related policies, which should be read in conjunction with the Town of St. Marys Team Member Code of Conduct.

2. Policy Statement

2.1 This Policy is designed to ensure that each Library user experiences a welcoming environment conducive to Library use, whether that use is reading, computer use, studying, participating in a Library program or any other services offered by the St. Marys Public Library.

3. Creating a Respectful Environment

3.1 Everyone is welcome at the St. Marys Public Library. The Library strives to maintain a welcoming environment conducive to the enjoyment of all Library services;

3.2 Staff will make every attempt to apply these rules in a fair, dignified and positive manner for the benefit of everyone;

3.3 The Library expects the following:

• Use respectful language and display good conduct. Abusive, coarse, violent, harassing or discriminating language or actions will not be tolerated under any circumstance. This includes but is not limited to physical, sexual or verbal abuse;
• Animals may not be left unattended. Only guide and/or service animals are welcome inside the St. Marys Public Library;
• Posting notices, distributing circulars or petitions, soliciting or engaging in any commercial activity on library property must not be conducted without prior written approval of the CEO/Chief Librarian;
• There is a zero tolerance for drug and alcohol use on the Library property. Persons under the influence of intoxicants may be asked to leave or may be removed
• No tobacco, e-cigarettes, or vaping is permitted in the Library facility. Members of the public who wish to do so much be seven (7) metres from any entrance of the Public Library;
• Respect individuals with sensitivities to scents and limit the use of fragrances. Pay proper attention to personal hygiene at all times;
• Wear appropriate attire, including shirts and footwear. Persons who do not follow this will be asked to leave the premise until appropriate attire is worn;
• No use of Library property for living or accommodation purposes except under emergency circumstances as determined by the municipality or the Library CEO/Chief Librarian; and
• Patrons to report disruptive behaviour to a St. Marys Public Library staff member immediately.

4. Respecting Library property

4.1 It is expected that patrons or members of the community:

• Use provided materials, computers, equipment, and furniture with respect and care;
• Respect the Technology at the St. Marys Public Library while using the Internet, social media tools, and e-Resources;
• Check with staff as to restrictions, if any, on consuming food and/or refreshments in the Library. Always ensure proper disposal of waste;
• Library materials may not be taken into washrooms;
• Are not allowed in staff areas without permission;
• Keep aisles and corridors clear so as to not interfere with the free passage of others. Large equipment (e.g. carts and strollers) or bulky material (e.g. bags and clothing) must not hinder emergency evacuation or wheelchair access;
• Park bicycles, scooters or small motorized vehicles outside the Library in designated locations at the Queen Street entrance. Small items such as skateboards or roller blades may be brought in but cannot be used inside the Library or on the Library front sidewalk;
• Use sports equipment off Library premises; and
• Do not photograph, film, or video record, without prior approval of the CEO/Chief Librarian.

5. An Environment of Safety

5.1 In order to foster an environment of safety, patrons shall:

• Supervise all individuals, especially children, for whom you are responsible. Do not leave child or vulnerable adults unattended;
• Keep your belongings safe with you. The Library is not responsible for lost, damaged or stolen personal belongings;
• Follow emergency procedures. Leave the building when requested by staff in case of fire, fire drills, or other emergencies;
• Do not engage in activities that would contravene any St. Marys Public Library policy including this Code of Conduct;
• Follow all municipal, provincial and federal laws, codes, rules and regulations;
• Follow the instructions of St. Marys Public Library staff; and
• Access only public designated areas during normal open hours. Do not stay in the Library when the Library is closed for business.

6. Failure to Comply

6.1 In accordance with the Public Libraries Act, R.S.O. 1990, C. P44, s23(4)(c), the Board has legal authority to develop and enforce rules “for the exclusion from the library persons who behave in a disruptive

manner or cause damage to library property”;

6.2 Individuals who engage in any inappropriate behaviour, as defined in this policy, may be removed from the Library premises, depending on the severity;

6.3 A “Letter of Warning” may be send to an individual advising them of the appropriate behaviour. If necessary, a “Letter of Trespass” will be sent to the individual(s) who violate the Library Board’s Code of Conduct. A copy will be forwarded to the Stratford Police in St. Marys.

6.4 The length of any ban will be determined by the Chief Executive Officer; and

6.5 In additional to any other measures taken, where any damage to Library property has occurred, the individual(s) responsible will be required to reimburse the Library for all costs associated with any repairs, an administration fee, as well as any lost revenues or where appropriate, be required to repair the damage.

7. Related Documents

Public Libraries Act, R.S.O. 1990, c. P44

Ontario Human Rights Code, R.S.O. 1990, c.H.19

Occupational Health and Safety Act, R.S.O 1990, c. O.1

Municipal Freedom of Information Protection of Privacy Act, R.S.O. 1990, c. M.56

Privacy and Access to Information Policy, St. Marys Public Library Policy

Public Internet Use Policy, St. Marys Public Library Policy

Safety and Emergencies Policy, St. Marys Public Library Policy

Staff Code of Conduct, St. Marys Public Library Policy

Respect in the Workplace, Town of St. Marys Policy

8. History

Date of Latest Board Approval: January 2020 Date(s) of Revision(s): N/A Date of next scheduled review: April 2023

1. Objective

1.1 The Library is committed to providing a safe and secure environment for staff, volunteers and the public. The St. Marys Public Library is committed to providing a safe and healthy work environment for anyone using the facility.

2. Policy Statement

2.1 This policy recognizes that the Library Board, Chief Executive Officer, staff share a responsibility to ensure a safe and secure workplace.

3. Duty to Protect

3.1 The Ontario Occupational Health and Safety Act and Regulations, R.S.O. 1990, c. O.1 (OHSA) imposes a legal duty on employers and on supervisors for ensuring the wellbeing of workers under their supervision and to take reasonable measures to protect their safety. The Board designates the Chief Executive Officer as the supervisor, in accordance with OHSA;

3.2 The Chief Executive Officer is responsible for taking all reasonable steps to:

• Ensure the physical protection of Library staff, volunteers and users;
• Protect the building, its contents, and its immediate surroundings;
• Minimize loss and damage to the building, the collections, furniture, and equipment; and
• This responsibility includes, but is not limited to, the development and integration of protection programs for fires, floods, earthquakes, and other disasters.

4. Plans, Procedures and Preparation

4.1 Further to 3.2, the Chief Executive Officer, with support from the Health and Safety Worker Representative develops safety programs that include procedures, implementation plans, enforcement and reporting for:

• Safe work practices, including WHIMS, ergonomics, violence and harassment, and indoor air quality;
• Events that compromise the safety and health of staff and the public, including bomb threats, harmful, abusive and dangerous behaviour by individuals, and medical emergencies;
• Crime prevention, including theft, vandalism, and drug dealing and/or use; and
• Disasters that threaten collections, furniture and equipment, including fire and flood.

4.2 The Chief Executive Officer, in conjunction with the Fire Prevention Officer, ensures a fire safety plan is

in place for the Library. Additionally, the St. Marys Public Library will undergo at minimum one (1) fire drill annually;

4.3 Disaster preparedness plans for technology are assessed every four (4) years in conjunction with the Technology Plan evaluation;

4.4 The Chief Executive Officer is responsible for providing staff the tools to be successful in the event of an emergency. This includes training in emergency closing and evacuation, first aid/CPR training, fire safety training and extreme weather events;

4.5 The Board directs the Chief Executive Officer to develop, assess and implement a working alone policy and plan, to be implemented when a person is the only worker on the main or second floor of the Library;

4.6 The policy and plan referred to in section 4.5 will identify the occupational hazards, the procedures for personal safety, special training, and securing emergency assistance in the event of an incident when working along.

4.7 Further to 4.6, Library staff will:

• Be made aware of potential risks and will be trained on procedures when working alone; and
• Will not work alone in the library without the consent of the Chief Executive Officer.

4.8 No volunteer or student will work alone;

4.9 All staff members will enforce the Staff Code of Conduct Policy and the Public Code of Conduct Policy to ensure safety and security in the Library; and

4.10 In accordance to Ontario Regulation 191/11 Integrated Accessibility Standards all emergency procedures, plans or public safety information will be made available to the public in an accessible format or with appropriate communication supports, upon request.

5. Closures and Non-Closures of the Library

5.1 In the event of extreme weather or power failure, the Chief Executive Officer will determine the necessity of closure. If the Chief Executive Officer is unavailable, the most senior position staff member will phone and leave a message explaining the situation, as well as e-mailing the Chief Executive Officer with the particulars of the closure.

5.2 In the event of a power failure, staff will wait 30 minutes. If the power has not been restored, a sign will be post stating the reason for closure and the building will be evacuated;

5.3 In the event of extreme weather, the primary consideration is safety. A sign will be post stating the reason for closure and the building will be evacuated if it is safe to do so;

5.4 Closing the library may be necessary in emergencies or catastrophes other than those covered in 5.2 and 5.3. The Chief Executive Officer will make the determination if the Library will be closed for any additional emergencies or catastrophic events; and

5.5 The Library will not be closed for technology failure.

6. Related Documents

Public Libraries Act, R.S.O.1990, c. P44

Occupational Health and Safety Act, R.S.O. 1990, C.0.1

Accessibility Policy, St. Marys Public Library Policy

Public Code of Conduct, St. Marys Public Library Policy

Staff Code of Conduct, St. Marys Public Library Policy

Staff Handbook, Workplace Discrimination and Harassment Plan St. Marys Public Library

Staff Handbook, Workplace Violence and Sexual Violence Program St. Marys Public Library

Respect in the Workplace Policy, Town of St. Marys

Team Member’s Handbook, Town of St. Marys

7. History

Date of Latest Board Approval: January 2020

Date(s) of Revision(s): June 2008, June 2012, December 2012, April 2016, January 2020

Date of next scheduled review: April 2023

1.1 The Library must act and appear to act in a non-partisan way at all times, but especially during elections, while supporting the democratic process, freedom of expression and informed discussion on political issues. The Library must comply with legislation related to elections. These regulations are included in the Municipal Elections Act, 1996 as amended by Bill 181, the Municipal Elections Modernization Act, 2016. Specifically, Clause 88.18 Use of municipal, board resources states:

Before May 1 in the year of a regular election, municipalities and local boards shall establish rules and procedures with respect to the use of municipal or board resources, as the case may be, during the election campaign period.

1.2 The purpose of this policy is to provide a consistent and clear approach on how Library resources can and cannot be used during governmental and/or political elections.

2. Scope

2.1 This policy applies to Board members, employees and volunteers of the Library in their dealings with candidates, political parties and electors, and the use of Library resources during the campaign periods for municipal, provincial and federal elections.

3. Fundamental Principles

3.1 St. Marys Public Library stands by and supports intellectual freedom—the dissemination of information and ideas without fear of persecution. The Library strives to engage and encourage discussions that impact civil, social, economic or political issues in an equitable, neutral and just manner for those seeking elected office. The Library will balance the freedom of expressions and assembly, and will not provide any unfair advantage to any candidate.

4. Campaign Contributions

4.1 In accordance with the Municipal Elections Act, Section 70(4), the Elections Finances Act, Section 16(1), and Canada Elections Act, Section 404(1), the Board may not make a contribution to the campaign of any candidate or political party in the form of money, goods or services.

5. Use of Library Resources and Property

5.1 All candidates and political parties have equal access to publicly available resources and services of the Library.

5.2 Meeting rooms may not be rented with the intent of promoting one particular political party.

5.3 Candidates cannot use equipment, supplies, staff or other operational resources of the Library outside of typical user services (i.e. Photocopying, faxing, computer usage), nor may they use the Library’s logo, slogan, or other similarly branded Library resources or property in any campaign material including printed literature, signage and websites.

5.4 ‘All-candidates’ meetings can be held at the Library, either as a Library program or sponsored by another group, provided that all candidates are invited to attend such meetings. A candidate cannot be featured or promoted in association with any other regular Library program or event.

5.5 Candidates and political parties are permitted to distribute campaign materials on public street sides and sidewalks around the Library, unless prohibited by a municipal by-law or election policy.

5.6 Library resources may not be used to support, endorse, or otherwise provide unfair and unequal advantages to candidates or supporters of candidates.

5.7 In accordance with the Canada Elections Act section 81.1(1) federal election candidates or their representatives are allowed to campaign in facilities that are available for free to the public.

5.8 No election sign, poster specific to a candidate or political party, brochures or any advertising can be posted on the grounds of the Library or in the Library building.

6. Employee and Volunteer Participation in Election Campaigns

6.1 Any employee working in the Library who is running as a candidate in the municipal election will comply with Section 30 of the Municipal Elections Act.

6.2 A Library employee or volunteer involved in a political campaign must be politically neutral in carrying out his or her Library duties and must not participate in campaign activities during his or her working hours. Furthermore, they will comply with the following:

6.2.1 Will not campaign or actively work in support of an election, candidates or political endeavours during working hours unless they are on a leave of absence without pay, lieu time, float day or vacation leave

6.2.2 Employees may engage in election related activities as long as those activities are separate from their official positions and duties. Political activities must not have an impact (perceived or actual conflicts of interest) on an employee’s day-to-day work

6.2.3 Employees and volunteers will not use resources owned by the Library

6.2.4 Library volunteers will not participate in election campaigns during hours which have been agreed upon as volunteer services to the Library

6.2.5 While at work staff will not wear anything that promotes a specific candidate or party. They will not post, distribute or promote any election candidate or party while on library property.

7. Library Board Members as Candidates

7.1 Board members may continue their Library board responsibilities when they are running for office.

8. Requests for information about the Library

8.1. The CEO will coordinate requests for information about the Library received from candidates or political parties.

8.2 Information that is provided by the Library to one candidate or political party will be provided to all other candidates and political parties upon request during an election.

8.3 Any candidate or political party may request a meeting with the CEO or tour of the Library.

Related Documents

St. Marys Public Library Circulation Services 6.6 Meeting Room Policy

Relevant Legislation

Federal: Canada Elections Act

Provincial: Election Act, R.S.O. 1990, c. E.6

Election Finances Act

Municipal: Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched.

1.1 The Library is committed to providing library services, collections, technology and spaces in ways that are accessible to persons with disabilities, in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). This policy should be read in conjunction with the policies of Town of St. Marys on accessibility and the Act and its regulations.

2. Principles

2.1 The Library welcomes people with disabilities and encourages them to use Library services.

2.2 The Library will make all reasonable efforts to provide access to Library services for people with disabilities in a way that respects their rights to dignity, independence, and inclusion.

2.3 This commitment is consistent with the Library's mission to deliver services in a welcoming and supportive environment and with the Library's core values of equity and respect demonstrating accessibility and fairness in the treatment of all individuals and valuing individual needs, experiences and differences.

2.4 The Library will establish policies, practices and procedures which support the accessibility standards established under the AODA on customer service, information and communication, employment and the built environment.

3. Directives on Service

3.1 Library policies will be applied in a way that considers the needs of people with disabilities and respects the principles of dignity, independence, and inclusion.

3.2 Library staff and volunteers will communicate with people with disabilities in a way that takes their needs into consideration.

3.3 The Library welcomes feedback and makes information available to all users on how to provide feedback. Feedback is accepted by the Library in a variety of formats.

3.4 Staff assistance is available to support all users, including people with disabilities, in providing feedback. In keeping with the Library's mission of providing free and equitable access in a welcoming and supportive environment, the Library will:

• Provide services in a timely manner that respects the dignity and independence of people with disabilities and provides them with an equal opportunity to learn about, use, and benefit from Library services, and
• Include services for people with disabilities.

3.5 The Library understands that equitable access sometimes requires different treatment including separate or specialized services. However, such services will be offered in a way that respects the dignity and full participation of people with disabilities.

3.6 The Library welcomes service animals that are needed to assist people with disabilities.

3.7 The Library welcomes any support person required by a person with a disability. When admission fees are charged for Library programs or services, admission fees will be waived for a support person, or advance notice will be given of any admission fees that a support person must pay, for example for food. person with a disability to be accompanied by a support person when on the premises. Before making a decision to require a support person, the Library will consult with the person with a disability to understand their needs, consider health or safety reasons based on available evidence and determine if there is any other reasonable way to protect the health or safety of the person or others on the premises.

3.8 The Library will make reasonable efforts to facilitate the use of assistive devices that enable people with disabilities to use the Library's services. The Library offers a range of assistive devices to help meet the reading needs of people with disabilities. The Library also recognizes that accessibility can be achieved and provided in different ways.

3.9 The Library will provide notice of service disruptions which include the reason for the disruption, how long the disruption will last and a description of available alternatives, if any. In the event of an unplanned disruption, notice will be provided as quickly as possible.

4. Training and Documentation

4.1 The Library will ensure training of staff, volunteers, and contractors who interact with the public, to meet the needs of people with disabilities. This includes the training and documentation requirements in the AODA and its regulations.

4.2 The Library will document its policies, practices and procedures as required by the Customer Service Standard. Members of the public will be notified of the availability of this documentation which will be available in a variety of formats.

5. Related Documents

Circulation and Services Policy

Rules of Conduct Policy

Safety and Emergencies Policy

Town of St. Marys Accessibility Policy

Accessibility for Ontarians with Disabilities Act

Ontario Human Rights Code

6. History

Date of Latest Board Approval: April 2022

Date(s) of Revision(s): October October 2016

Date of next scheduled review: 2026

* This policy was passed at the December 2012 Board meeting to ratify the change in format.