Health and Safety

Marmora & Lake Public Library

Policy Type: Health and Safety

Policy Title: General Health and Safety

Policy Number: HEA-01

Policy Approval Date: May 16, 2016 (Resolution 37-2016)

Most Recent Review: Nov 2025           Date of Next Review:  Nov 2029

The Marmora & Lake Public Library Board is committed to protecting the health and safety of all employees including full time, part time and volunteers. Protection of employees from injury or occupational disease is of paramount importance. To accomplish this, all employees including full time, part time, and volunteers are required to work in a safe manner and are responsible for reporting unsafe or unhealthy conditions to their supervisor.

Management is responsible for ensuring that appropriate steps have been taken to control or eliminate all potential hazards and to ensure that safe and healthy work conditions are maintained throughout the library. To accomplish this, the library board will adhere to all legislative requirements including the Occupational Health and Safety Act (herein the Act) and its regulations.

Every employee and volunteer must protect their own health and safety by working in compliance with the Act and its regulations adhering safe work practices and procedures established by the library board.

It is in the best interest of all parties to consider health and safety in every activity.  A commitment to health and safety forms an integral part of this organization. We shall strive to work together to preserve our own health and safety and that of our coworkers.

Marmora & Lake Public Library

Policy Type: Health & Safety

Policy Title: Security

Policy Number: HEA-02

Original Policy: April 28, 2014 (Resolution 22-2014)

Most Recent Review: Nov 2025  Date of Next Review:  Nov 2026

Purpose: To maintain a safe and secure environment for the library staff, volunteers and the public.

Policy

1.       Inappropriate behaviour will be addressed with a response proportionate to the severity of the behaviour.

2.       Enforcement of this policy is the responsibility of all library staff. 

a.       All staff members are expected to deal with problems they encounter.

b.       Any staff member has the right to ask others for assistance and should provide assistance when requested.

c.       Any staff member may contact the police at any time to preserve his or her own safety, the safety of library users, or for assistance in enforcing policy and preserving the library environment as defined by the policies adopted by the Library Board.

d.       Library staff who have acted in their best judgment in confronting a person on violations of policies and rules will be supported by the Library Board.

3.  Response to problems:

a. Any staff member observing serious criminal behaviour such as assault, robbery, child pornography, child endangerment, etc. shall contact the police immediately, followed by the CEO and the Board Chair.

b. The Library Board delegates authority to the CEO to ban people from the library for an extended period of time.  Individuals may be banned for a limited time, indefinitely pending some specified legal condition, or permanently.  The length of the ban will depend on the following factors, as applicable, though other factors may be relevant in specific cases:

i.         Severity of offence

ii.       Repeated offences

iii.     Likelihood of possible continued offences

iv.     Safety of staff, volunteers and patrons.

c. When an individual is banned that person and the police will be notified, and the information will be made available to library staff.  Should a banned individual return to the library in violation of the ban, staff will contact the police.

d. Any staff member may issue a verbal warning.  Any staff member may evict a patron for violations of library rules or policies.  Evictions will generally be from the library as a whole, not just an area, and are generally for the balance of the day.  In the case of juvenile patrons, staff may contact their parents or guardians.

e. Any staff member is authorized to request identification from library users as necessary and appropriate for safety and security, or when library rules have been violated.  Refusal to identify oneself under these circumstances may be grounds for contacting the police.

HEA-02- Security (continued)

4. Classes of behaviour and responses:

a.    Class 1 – serious danger or overt criminal behaviour, including but not limited to:

                                             i.            fighting or combative behaviour

                                           ii.            alcohol or drug intoxication

                                         iii.            possession of weapons

                                         iv.            exhibitionism

                                           v.            inappropriate, overt, unwelcome sexual behaviour

                                         vi.            threats

                                        vii.            refusal to leave when asked

                                      viii.            physical abuse

                                          ix.            stalking

                                           x.            possession of alcohol, except as part of an approved programme

                                          xi.            possession of illegal drugs

                                        xii.            all forms of pornography

                                      xiii.            theft, including theft of library materials

                                      xiv.            vandalism

Staff response will usually include calling the police and eviction and/or banning.

b. Class 2 – potentially serious, including but not limited to:

                                             i.            verbal abuse of staff, volunteers or other patrons

                                           ii.            loitering in a manner that interferes with others

                                         iii.            excessively emotional, hostile, threatening or uncontrolled behaviour

                                         iv.            use of loud profanity, obscenity or obscene gestures

                                           v.            intentional entry into restricted areas of the building

                                         vi.            panhandling

                                        vii.            intrusive behaviour, including staring at or following staff or others with the intent to annoy, harass them, violate privacy, or interfere with staff performance of duties or patrons’ use of the library

Staff response will vary according to the severity of the disruption or threat, ranging from a warning through calling the police to immediate eviction and/or banning.

c.       Class 3 – annoying or disruptive, including but not limited to:

                                             i.            bodily hygiene which is so offensive that it is a nuisance to patrons and others

                                           ii.            loudness and/or talking in monologues

                                         iii.            monopolizing the time of library staff

                                         iv.            inappropriate public displays of affection

                                           v.            blocking the entrances or emergency exit of the building

                                         vi.            loud profanity or obscenity in front of the building or in the parking lot

                                        vii.            other violations of the Public Code of Conduct Policy (OP-20).

Staff response will vary according to the severity of the disruption, ranging from tolerance to a warning.  In severe or repeated cases eviction, calling the police or banning may follow.

Marmora & Lake Public Library

Policy Type: Health and Safety

Policy Title: Prevention of Workplace Violence

Policy Number: HEA-03

Initial Policy Approval Date: December 19, 2016           

Date of Previous Review: May 2025

Date of Next Review: May 2026

This policy addresses the prevention of workplace violence as part of the Marmora & Lake Public Library Board’s responsibility for worker health and safety under the Occupational Health and Safety Act.

Violent behaviour in the workplace is unacceptable from anyone including staff, members of the board, volunteers, clients, and others who do business with the library. Individuals who violate this policy may be removed from library property, and in the case of employees, are subject to disciplinary action including termination.

Section 1:  Definition

1.       The Marmora & Lake Public Library recognizes the definition of violence as set out in the Occupational Health and Safety Act.  Workplace violence means:

a)       the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker,

b)      an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker,

c)       a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker.

2.        Violence in the workplace may include:

a)       verbally threatening to attack a worker

b)       leaving threatening notes or sending threatening e-mails to the workplace

c)        shaking a fist in a worker’s face; hitting or trying to hit a worker

d)       throwing or kicking an object

e)       sexual aggression against a worker

f)         hitting or trying to hit a coworker

3.    Violence in the library or on library property also includes:

a)       intentionally or recklessly damaging of the property of another person

b)       intentionally causing alarm

c)        recklessly creating a risk by fighting

d)       creating a hazardous condition or danger by recklessly engaging in conduct which creates a substantial risk of serious physical injury

e)       intentionally placing or attempting to place another person in fear of serious physical injury

f)         wielding a weapon.

HEA_03 - Prevention of Workplace Violence (continued)

Section 2:  Responsibility and Response

1.       The CEO or designate must develop and maintain a workplace violence program. See Appendix A.  The program will set out:

a)       a process for assessing the risk of violence in the workplace

b)       measures to control risk including those from domestic violence

c)        procedures for reporting incidents of violence

d)       the process for dealing with, and investigating, violent incidents and complaints.

2.       Employees are encouraged to report behaviour that they reasonably believe poses a potential for violence as above.

3.       Physical or sexual assault or threat of physical violence will be reported to the police.

4.       The library will provide staff with information on the risk of violence in the library and training workshops on a periodic basis addressing concerns such as “dealing with difficult people.”

5.       Anyone experiencing or witnessing imminent danger or actual violence involving weapons or personal injury should call the police.

6.       Workplace violence should be reported immediately to the most senior staff member available.

7.       Employees are encouraged to report behaviour that they reasonably believe poses a potential for violence as described above.

8.       The Marmora & Lake Public Library, at the request of an employee, or at its own discretion, may prohibit members of the public, including family members, from seeing an employee on library property in cases where the employee suspects that an act of violence, will result from an encounter with said individual(s).

9.       This policy will be:

a)       reviewed annually by the board

b)       posted on the staff bulletin board along with the Violence Prevention Program – See Appendix A

Section 3:  Confidentiality and False Reports

1.       All investigations shall be conducted in strict confidence to the extent possible.  Documents will be stored in the CEO’s cabinet and access to these records will be restricted.

2.       Employees who are found to have made false or malicious complaints will be subject to disciplinary action.

Related Documents:

●        Marmora & Lake Public Library – OP- 02 Safety, Security and Emergency

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

●        Bill 168 An Act to amend the Occupational Health and Safety Act with respect to violence and harassment in the workplace and other matters.   S.O. 2009 Chapter 23

HEA-03 - Prevention of Workplace Violence (continued)

Appendix A – Workplace Violence Program

Plan for Maintaining Security in the Library

1.       The library staff will conduct a worksite assessment as often as necessary to ensure measures for violence prevention are effective.  The assessment will:

a)       identify jobs or locations with the greatest risk

b)      identify high risk factors

c)       include a physical workplace security audit

d)      evaluate the effectiveness of existing security measures

2.       The CEO, or designate, will annually review the history of past incidents to identify patterns or trends.

     Recognized areas of higher risk in the library include:

a)    contact with the public

b)   working alone or in small numbers

c)    the circulation desk where money is kept

d)   closing the library at night

e)   secondary entrances to the library.

Measures for reducing the risk.

1.   General

a)       designate the basement meeting room (rooms with doors that lock and phone) as emergency safe room – phone is kept in storage room (secondary retreat room)

b)      keep all secondary entrance doors locked

c)       Communicate with the Municipality to ensure the exterior building lights are in good working order

d)      Schedule staff to ensure they will not work alone in the library without prior consent of the CEO

e)      Instruct staff on how to use the panic button

f)        when working alone or in isolated situation, staff are encouraged to carry their personal cell phone.

2.   Recognize the Signs of Violence

Early identification and prevention of violence in the workplace is encouraged.  Potential threats of violence that should be reported could include the following:

a)       threatening statements to do harm to self or others

b)      reference to other incidents of violence

c)       confrontational behaviour

d)      major change in personality, mood or behaviour

e)      substance abuse.

HEA-03 - Prevention of Workplace Violence (continued)

Appendix A – Workplace Violence Program (continued)

3.       Steps to Increase Your Personal Safety

1.       Notice your surroundings and report any unsafe or dangerous situation to the most senior staff member.

2.       If you feel uncomfortable about a person who has entered the library, trust your instincts.  If you feel threatened, make a scene - YELL!

3.       Use a buddy system when leaving work.

4.       If you ever find you are working alone in the library, let the CEO, or someone at home, know the situation and tell him or her when you expect to leave.

5.       If you enter a bathroom and suspect it is unsafe, don’t call out. Back out, go to a safe, lockable place with phone and call for help.

6.       Know the nearest exit or room with a lock.

4.   Domestic Violence: Steps to Increase Your Personal Safety

a)       Tell someone at work about your situation.

b)      Make up a “code word” for co-workers so they know when to call for help.

c)       Ask your co-workers to screen your calls and visitors.

d)      Ask a co-worker to call the police if your abuser is bothering you.

5.   Staff Procedures

     Threatening Behaviour:

1.       Do not argue with a threatening person.  Identify yourself as a library staff member. Remain calm and keep your voice low and firm.

2.       Do not put yourself or others in danger. Keep a distance of four feet.

3.       Be friendly but firm, introduce yourself, look at the person while you talk to him/her, let the person talk, clarify the problem and offer solutions.

4.       Get assistance from another staff person.

5.       Advise him/her that the police will be called if the abuse does not stop.

6.       If the behaviour doesn’t change call the police.

7.       Notify the CEO or designate.

     Violence/Assault

1.       If you hear raised voices or sounds of a scuffle investigate.

2.       If you witness violence or an assault call the police and describe the situation.

3.       Recruit other staff to move others out of the way to a safer location.

4.       Do not block exits to prevent a threatening/violent person from leaving the building.

5.       Do not invade the personal space of the threatening person.

6.       Do not get between two people fighting.

7.       Notice details so you can describe the situation to the police.

8.       Notify the CEO.

HEA-03 - Prevention of Workplace Violence (continued)

Appendix A – Workplace Violence Program (continued)

     How to report

1.       A report should be made as soon as possible after an action or behaviour occurred

2.       An informal, verbal complaint may be brought forward to the CEO. It is in the best interest of all concerned that a report be written.

3.       If a formal complaint is requested, the employee must file a written report with the CEO

4.       The report should include a brief statement of the incident, when it occurred, where it occurred, date and time it occurred, the person(s) involved and the names of any witnesses if any.

5.       In the event that there is a complaint against the CEO or a conflict of interest, a complaint shall be filed with the Board Chair. The board may conduct an investigation or designate an individual to investigate and issue a report.

     Investigation and Dealing with Incidents or Complaints

1.       After receiving a report, the CEO or designate will complete an investigation as quickly as possible, depending on the nature and severity of the issue.  This will include interviews with the employee, the alleged perpetrator, if a staff member, and any witnesses.

2.       The results of the investigation will be discussed with the employee and recommended preventative actions and/or resolutions presented. 

3.       A separate meeting will be held with the alleged perpetrator, if a staff member.

4.       If the findings do not support the allegations the CEO or Board Chair will recommend that no further action is necessary and that the matter be closed.

5.       Should the investigation conclude that there is evidence of misconduct the CEO or Board Chair will prescribe a resolution that may include police intervention.

6.       Employees who are found to have made false or malicious complaints will be subject to disciplinary action.

Marmora & Lake Public Library

Policy Type: Health and Safety

Policy Title: Workplace Harassment and Discrimination

Policy Number: HEA-04

Policy Approval Date: December 19, 2016                     

Date of Previous Review:  May 2025

Date of Next Review: May 2026

The Marmora & Lake Public Library Board recognizes the dignity and worth of every person and is committed to providing a workplace free from discrimination and harassment and ensuring that any complaint is resolved quickly and with fairness and confidentiality.  Managers, supervisors, board members, volunteers and staff are expected to uphold this policy.  Workplace discrimination or harassment will not be tolerated from any person in the library including co-workers, members of the board, volunteers, supervisors, patrons, and family members.

Section 1:  Discrimination

1.   The Occupational Health and Safety Act (OHSA) defines “workplace harassment” and “workplace sexual harassment” as follows:

a)       “Workplace harassment” means,

                                 i.            engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome, or

                               ii.            workplace sexual harassment;

b)      “Workplace sexual harassment” means,

                                 i.            engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or

                               ii.            making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome;

2. The Marmora & Lake Public Library adheres to Ontario Human Rights Code with respect to rights of freedom from discrimination in employment: “Every person has a right to equal treatment with respect to employment without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability.”   HRC R.S.O. 1990, CHAPTER H. 19 s. 5.1

Discrimination may include abuse of authority or position of power as follows:

a)       to endanger a staff member’s job

b)      to undermine the performance of that job

c)       to threaten the economic livelihood of the staff member

d)      to interfere with or influence the career of the staff member in any way

HEA-04 - Prevention of Discrimination and Harassment (continued)

Section 2:  Workplace Harassment

1. Within the Ontario Human Rights Code, every person who is an employee has a right to freedom from harassment in the workplace by the employer or agent of the employer or by another employee.

2. The Occupational Health and Safety Act (OHSA) defines “workplace harassment” as engaging in a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome, As of September 2016, workplace harassment includes “workplace sexual harassment”, that is, engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression or making a sexual solicitation or advance and the person knows or ought reasonably to know that the solicitation, advance, comment or conduct is unwelcome.

3. The Ontario Employment Standards Act (ESA) prohibits employers and anyone acting on their behalf from harassing or penalizing an employee in any way because the employee asks the employer to comply with the ESA or asks the employer about employee rights under the ESA.

Harassment may include:

a)       making remarks, joke or innuendos that demean, ridicule, intimidate, or offend

b)       displaying or circulating offensive pictures or materials in print or electronic form

c)        bullying

d)       repeated offensive or intimidating phone calls or e-mails

e)       inappropriate sexual advances, suggestions or requests

4. Uninvited sexual touching will be considered assault and reported to police.

5. A reasonable action taken by an employer or supervisor relating to the management and direction of workers or the workplace, within the conditions of the Occupational Health and Safety Act is not workplace harassment.

Section 3:  Responsibilities

1. One of the primary purposes of the Occupational Health and Safety Act is to facilitate a strong Internal Responsibility System in the workplace. This means that everyone in the workplace has a role to play in keeping workplaces safe and healthy. Workers in the workplace who see a health and safety problem such as a hazard or contravention of the Act in the workplace have a duty to report the situation to the employer or a supervisor. Employers and supervisors are, in turn, required to address those situations.

2. The CEO will investigate and deal with all complaints or incidents of workplace harassment in a fair, respectful and timely manner. Information provided about an incident or about a complaint will not be disclosed except as necessary to protect workers, to investigate the complaint or incident, to take corrective action or as otherwise required by law.

3. Supervisors and workers are expected to adhere to this policy and will be held responsible by the employer for not following it.

4. Workers are not to be penalized or disciplined for reporting an incident or for participating in an investigation involving workplace harassment.

HEA-04 - Prevention of Discrimination and Harassment (continued)

1.       The CEO will develop and maintain a workplace discrimination and harassment program in consultation which will set out:

a)       the process for dealing with and investigating complaints including how parties involved will be made aware of outcomes and corrective action and how confidentiality will be maintained 

b)      procedures for reporting incidents of workplace discrimination and workplace harassment including measures for reporting incidents to an outside source if necessary

c)       A formalized training program and the system for maintaining all associated records should an inspection by the Ministry of Labour or employee inquiries occur. See Appendix A of this policy for a copy of current program

2.       This policy (HR-07) and the Workplace Discrimination and Harassment Program (HR-07-Appendix A) will be:

a)       reviewed by the library board as often as necessary but at least once a year

b)      posted in the staff room at each location

Related Documents:

Human Rights Code, R.S.O. 1990, chapter H.19, section 5 (1).

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

Bill 132: An Act to amend various statutes with respect to sexual violence, sexual harassment, domestic violence and related matters (Statutes of Ontario, 2016, Chapter 2)

Bill 168: An Act to amend the Occupational Health and Safety Act with respect to violence and harassment in the workplace and other matters. (Statutes of Ontario, 2009, Chapter 23)

HEA-04 – Workplace Harassment and Discrimination (continued)

Appendix A - Workplace Discrimination and Harassment Program

1.       Awareness of Discrimination and Workplace Harassment Policy and Program

The Workplace Harassment and Discrimination Policy (HR-07) will be included in the library’s policy binder and will be posted in the staff area along with this Workplace Harassment Program information.

2.       Training on Discrimination and Workplace Harassment Policy and Program

All employees and volunteers will receive information and instruction on the contents of policy HEA-04 and the related program, as part of the initial orientation and renewed on an annual basis.  Each person will sign off that they received this training and this information will be included in the training records for library staff.

3.       Reporting Incidents of Discrimination and Workplace Harassment.

Any employee or volunteer subjected to discrimination or harassment in the workplace should discuss the situation with the CEO.  In the event that there is a complaint against the CEO or a conflict of interest, a complaint shall be filed with the board chair. The library board may conduct an investigation or designate an individual to investigate and issue a report.

At any time during a meeting or interview concerning a complaint, both the employee lodging the complaint and the person against whom the complaint has been lodged has the right to be represented and accompanied by a person of his or her choice. 

Any related documents or materials having to do with the complaint are to be made available and the employee with a complaint must provide written notes about the events leading up to the complaint which include:

a)       What happened – a description of the events or situation

b)      When it happened – dates and times

c)       Where it happened

d)      Who saw the incident, if anyone

In the case of harassment, information about the incident or complaint, including identifying information about any individual involved will be keep confidential unless disclosure is necessary for the purpose of investigation or taking corrective action, or required by the law.

4.       Complaint Investigation and Resolution Procedures

An investigation that is appropriate in the circumstances will be conducted into incidents and complaints of harassment.  The CEO will advise the person against whom the complaint has been lodged of the investigation.  The library recognizes and acknowledges that, under Bill 132, an inspector from the Ontario Ministry of Labour has the power to order the library board, as employer, to have an impartial third party conduct an investigation, at the library’s expense, and report the outcome of their findings to the complainant.

The CEO, or his or her designate, initiates a confidential investigation immediately and finishes within 30 days. Throughout the process, the investigator keeps all parties informed; interviews the employee concerned and witnesses; collects evidence; prepares a report; and informs the parties, in writing, of the decision and the underlying reasons for the decision.

The CEO is responsible for imposing any disciplinary or corrective measures.

Any employee may file a complaint with the Ontario Human Rights Commission when the harassment or discrimination is related to one or more of the Human Rights Code’s prohibited grounds - race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability.