Operational 

Appendix A: Job Descriptions for Positions at the Marmora & Lake Public Library

Policy Approval Date: May 2015  Date of Previous Review: November 2024

Date of Next Review: October 2028

MARMORA & LAKE PUBLIC LIBRARY

1.  Librarian/Chief Executive Officer (CEO)

2.  Assistant Librarian

3.  Library Clerk

4.  Clerk/Children’s programmer

JOB DESCRIPTION: LIBRARIAN / CEO

REPORTING RELATIONSHIP: This position reports to the Marmora & Lake Public Library Board.

DUTIES AND RESPONSIBILITIES:

1.       Is accountable to the Board for the operation of the library within the requirements of the Public Libraries Act, the Regulations, Library Policies, the Directives of the Board and the Budget.

2.       Shall prepare and present to the Board such schedules, directives and notices required to meet Library Policy and Board Directives.

3.       Shall advise and recommend to the Board such policy changes required to enhance, improve and otherwise benefit the purpose and function of the library.

4.       Shall train and oversee duties of staff and volunteers, maintaining working schedules required for the operation of the library.

5.       Shall prepare funding applications for grants such as the annual Public Library Operating Grant, Ontario Trillium Foundation, summer student program, and other grants that are available from time to time.

6.       Shall be responsible for the interviewing, hiring and firing of staff subject to the guidelines established by the Board. 

7.       Shall prepare position descriptions for each category of employee as required and this shall include: a description of the kind and level of work; typical duties; required knowledge, ability and skills and qualifications.

8.       Shall be knowledgeable of education and training opportunities for staff and self.  Shall recommend to the board that they provide professional development opportunities.

9.       Is responsible for marketing and promotion of the library through newspaper articles, thematic displays, programmes.

10.   Shall select, purchase and retain all print and non-print material appropriate for the library as well as the purchase of furniture, fixtures, appliances, equipment and such other items as need arises.

11.   Shall accept, retain or dispose of any material or items given to the library.

12.   Shall be responsible for the care, classification, coding, cataloguing and record keeping of all material owned by or on loan to the library in keeping with Board policy and Provincial Library Guidelines.

Appendix A: JOB DESCRIPTION: LIBRARIAN / CEO Marmora & Lake Public Library (continued)

DUTIES AND RESPONSIBILITIES (continued)

13.   Shall recommend to the Board the adoption of any changes such as technical advances, communications, information and record keeping, ensuring the library stays up to date.

14.   Shall be responsible for the safety and protection of the library staff, library contents, and the public.  The Librarian shall work closely with the local Fire Department in establishing fire prevention, escape routes and security measures.

15.   Shall perform periodic inventory of the contents of the library. The time frame is to be determined by the CEO.  This report shall include the condition of all major items of equipment, appliances etc.

16.   Shall serve as Board Treasurer recording all monies received and paid out by the library with the support of the bookkeeper and deposit all monies received in a Chartered Bank approved by the Board, or work through the Municipal Clerk/Treasurer. The Treasurer shall prepare all such reports and statements as required by the Board, the Ministry, the Municipality of other recognized authorities.

17.   Shall serve as Board Secretary.  Shall give notification to members and arrange for the meeting place. Prepare agenda and minutes for each meeting and inform Board Members of pertinent information.

18.   Shall undertake any additional duties as may be required by the Board from time to time.

QUALIFICATIONS

1.       Formal education/training and experience relevant to a library environment. 

2.       Good knowledge of legislation and Library Policies as well as procedures affecting good public library operations.

3.       Organizational abilities and the capacity to work through a variety of tasks, ability to analyze data and prepare reports.

4.       Good communications and public relations skills, verbal and written.

5.       Typing and computer knowledge essential.

WORKING CONDITIONS

1.       General office working conditions, in a public environment with high public profile.  Work is subject to constant interruption due to the variety of responsibilities, deadlines and hectic peak periods.

2.       Must deal tactfully with the public.

3.       The board determines working hours.

WORK HOURS: 26 hours weekly during library open hours plus 4 discretionary hours.

Appendix A: Job Descriptions (continued)

MARMORA & LAKE PUBLIC LIBRARY

JOB DESCRIPTION: Assistant Librarian

REPORTING RELATIONSHIP: This position reports to the Librarian/CEO.

DUTIES AND RESPONSIBILITIES:

1.       Shall be responsible for circulation desk.

2.       Shelving of returned material and shelf reading to maintain collections in a well-organized manner.

3.       Conduct the preparation of material for circulation including data entry in automated cataloguing system, preparation of labels, covering/laminating.

4.       Process interlibrary loan requests.

5.       Maintain automated patron and material files by ensuring information is current.

6.       Assist with the marketing of the library through thematic displays and electronic communication.

7.       Develop and update the website as needed.

8.       Assist patrons with basic technical questions at computer workstations.

9.       Conduct community outreach activities.

10.   Shall register new library members.

11.   Shall assist with programming.

12.   Collect and report library statistics.

13.   Plan for and conduct class visits.

14.   Prepare and distribute a monthly e-newsletter.

15.   Create and post programs for each month.

16.   Shall be willing to undertake training such as meetings, webinars, and workshops as recommended by CEO and Board.

17.   Operate the library in the event of the CEO's absence.

18.   Carry out such duties as CEO requires.

WORK HOURS: 20 hours weekly from Tuesday to Saturday.

Appendix A: Job Descriptions (continued)

MARMORA & LAKE PUBLIC LIBRARY

JOB DESCRIPTION: Library Clerk

REPORTING RELATIONSHIP: This position reports to the Librarian/CEO.

DUTIES AND RESPONSIBILITIES:

1.       Assist with circulation of material, checking in and out and drop box.

2.       Shall maintain shelves in organized manner through proper shelf-reading and scanning.

3.       Shall assist with shelving of returned material.

4.       Perform clerical duties including data entry.

5.       Deliver materials for outreach programs.

6.       Help with displays and programming.

7.       Handle incoming and outgoing mail including post office visits.

8.       Carry out such duties as CEO requires.

WORK HOURS: 10 hours weekly from Tuesday to Saturday.

MARMORA & LAKE PUBLIC LIBRARY

JOB DESCRIPTION: Summer Program Co-ordinator/Library Clerk

REPORTING RELATIONSHIP: This position reports to the Librarian/CEO.

DUTIES AND RESPONSIBILITIES:

1.       Plan, market, implement and report on summer program for children ages 3-12.

2.       Assist with circulation duties.

3.       Shall maintain shelves in organized manner through proper shelf-reading and scanning.

4.       Shall assist with shelving of returned material.

5.       Be able to perform clerical duties including gathering mail, and clearing the drop box.

6.       Co-ordinate TD Reading Club program for children, ages 3-12, including all planning, marketing etc.

7.       Gather and report statistics for CEO.

8.       Help with displays, particularly in Children's area.

9.       Carry out such duties as CEO requires.

WORK HOURS:  30 hours weekly from Tuesday to Saturday each week over 8 weeks in the summer.

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Collection development

Policy Number: OP-02

Policy Approval Date: May 9, 2018          Date of Review: 2022

Date of Next Review: May 2026

A library’s collections support the library’s mission to stimulate the imagination and inquiry.   It is the goal of the Marmora and Lake Public Library to provide equitable access to ideas and knowledge. The Library is committed to making the collections accessible to people with disabilities by offering a choice of formats. 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.

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.

Section 1:  Scope and Size of the Collection

1.       The library provides a collection of books and materials:

a)       in a variety of formats

b)      for all ages

c)       that is responsive to the needs and interest of the community

d)      that reflects the diversity of the community

2.       The collections shall be balanced and represent diverse points of view and may include materials that some members of the public consider to be controversial in nature.

3.       The presence of an item in the library does not indicate an endorsement of its content.

4.       It may happen that materials in the collections meet the needs of students, but this is not the primary reason for their selection. It is the responsibility of schools to provide materials which support their curricula.

5.       The library develops collections which include, but are not limited to, the following areas: fiction and non-fiction for adults, young adults and junior; magazines, picture books, music, local history and local interest, adult literacy, and government documents.

6.       The staff are responsible for developing profiles for each area of the collection to further define the scope of the collections. These profiles are tool for collection development and evaluation.

7.       Recognized, professional standards will be used to determine the appropriate size of the collection. Planning for budgets and facilities must reflect these standards.

OP-02 - Collection Development (continued)

Section 2: Selection of Materials

1.       The board delegates the responsibility for the collection to the Chief Executive Officer (CEO), who may in turn delegate to qualified staff.

2.       In selecting materials, staff will use professional resources, judgment, knowledge and experience.

3.       The staff will proactively solicit advice from, as well as anticipate the needs and interests of, the community.

4.       What is ordered, and what remains in the collections, is based on the following criteria:

a.   recommendations by critics or reviewers

b.   public demand

c.   relationship of subject to existing collection

d.   importance of subject matter in relation to community needs

e.   authority or significance of author

f.        quality of writing, production and illustrations

g.   accessibility criteria and features

h.   authority and standards of publisher

i.         suitability of format for library use

j.         Canadian content

Section 3:  Withdrawal of Items

1.       An up-to-date, attractive and useful collection is maintained through a continual withdrawal and replacement process.

2.       The ongoing process of withdrawal is the responsibility of the CEO.  This responsibility may be shared with other members of the staff.

3.       Items will be withdrawn based on the CREW (Continuous Review, Evaluation, and Weeding) Method for weeding the collection along with the MUSTIE (misleading, ugly, superseded, trivial, irrelevant, or obtained elsewhere) methodology.

4.       Withdrawn material may be discarded or sold.

Section 4: Gifts and Donations

1.       The library accepts gifts of books, other materials, or money for the purchase of specific items, with the understanding that they will be added to the collection only if appropriate, needed and contribute to a balanced collection.

2.       The same criteria of selection and withdrawing that are applied to purchased materials are also applied to gifts and donations.

3.       Materials not added to the collection are discarded or sold.

OP-02 - Collection Development (continued)

Section 5:  Requests from Members of the Community

1.       Suggestions from the community for the purchase of items are always welcome and are given due consideration.

2.       Requests for the re-consideration of, withdrawal of, or restricted access to, a specific item in the collection from a member of the community must be received by the CEO in writing. Responses to these requests are guided by the board’s position that:

a)       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

b)      it is the right of parents and legal guardians to develop, interpret and enforce their own code of ethics upon their minor children

Related Documents:

Marmora & Lake Public Library.  Foundation Document –Statement of Intellectual Freedom

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Resource Sharing

Policy Number: OP-03

Policy Approval Date: May 9, 2018         Date of Previous Review: 2022

Date of Next Review: June 2026

Resource sharing through the provincial interlibrary loan network is a primary service that supports the mission of the library by providing enhanced access to library materials and information. By participating in resource sharing, the Marmora & Lake Public Library provides library users with access to shared collections, the collections of other libraries, and makes its collections available to other libraries.  This policy establishes a commitment to resource sharing partnerships.

1. The library will participate in resource sharing opportunities by:

a)   joining collaborative initiatives such as material pools, and the provincial interlibrary loan network

b)   using resource sharing as an adjunct to, not a substitute for, the library’s collection

c)   purchasing frequently requested titles

d)   offering provincial interlibrary loan service to users in good standing

2. Interlibrary loan is a transaction in which the Marmora & Lake Public Library borrows materials directly from another library on behalf of a user, or another library borrows materials from the Marmora & Lake Public Library on behalf of its user through INFO (Information Network for Ontario). The library will:

a)   adhere to the provincial interlibrary loan policies and participation standards

b)   make its database of holdings available to the provincial interlibrary loan network

c)   promote awareness of the interlibrary loan service

d)   request materials not owned by the library or missing from the library’s collection

e)   request any type of library materials needed for the purpose of study, instruction, information, recreation, or research

f)         not request items owned by the library and temporarily in use or on reserve

g)   support the library’s book clubs and other book-based programming by requesting multiple copies of a book even if the library already owns a copy

h)   strictly observe any conditions for use of loaned materials that are imposed by a lending library

i)         not charge users a fee for borrowing via interlibrary loan

j)         consult with users in advance regarding fees charged by lending libraries

k)   be responsible for materials borrowed on behalf of patrons and pay for overdue charges, damage, or loss of material borrowed on interlibrary loan

3. Interlibrary loan service is offered to other libraries that abide by the provincial interlibrary loan policies and participation standards.  The library will:

a)   make available the broadest range of materials for interlibrary loan with the following exceptions:

i.         equipment

ii.       materials limited by licensing agreements

iii.     materials designated as non-circulating

b)   reserve the right to refuse to lend other materials or to ask a borrowing library to restrict use of materials lent

c)   respond to requests within 2 days

d)   circulate items for the same period of time as for regular circulation

e)   grant renewals unless the material is needed for another user of the library

f)         charge for overdue, damaged or lost materials based on the Marmora & Lake Public Library Circulation Policy

Related Documents:

INFO (Information Network of Ontario) Participation Policies and Schedules http://www.sols.org/files/docs/share/interlibrary/NetParPolicyRev08.pdf

Marmora & Lake Public Library. OP-04 Circulation Policy

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Circulation

Policy Number: OP-04

Policy Approval Date: March 30, 2016

Policy Review and Revision: November 2024

Date of Next Review: November 2028

The Marmora & Lake Public Library makes materials widely available to the community, in an equitable manner, in order to maximize the use of the collections. 

Section 1: Library Membership and Borrowing

1. No fee will be charged for admission to the library.

2. Any person who is a resident or property owner in the Municipality of Marmora & Lake may be a member of the library with borrowing privileges. There is no membership charge for residents.

3. Membership will be granted to individuals who provide verification of address and identification by showing a document bearing their name and current address. See Schedule A for acceptable documentation.

4. Children under the age of 12 must register for membership accompanied by a parent or guardian who presents identification with name and address, and signs for responsibility for fines, damages or lost items. 

5. The Marmora & Lake Public Library has a reciprocal agreement with the Centre Hastings Public Library, Havelock Public Library, Stirling Public Library, and Tweed Public Library. Residents of Centre Hastings, Havelock, and Tweed municipalities who provide proof of identification and address as well as a current library card from their home library will be granted a membership with the Marmora & Lake Public Library. See Schedule A for acceptable documentation. There is no membership charge for residents of municipalities under this reciprocal agreement.

6. Seasonal residents of a Marmora & Lake will be granted library membership. There is no membership charge for summer residents.

7. Non-residents who wish to have a membership at the Marmora & Lake Public Library must pay a non-resident fee of $10.00 for a two-year membership. Proof of identification and address must be provided. See Schedule A for acceptable documentation.

8. Only members of the library in good standing will be allowed to borrow library materials.

9. Personal information collected will be subject to the Marmora & Lake Public Library Policy on Protection of Privacy & Access to Information.

Circulation Policy (Continued)

Section 2: Conditions of Membership and Card Use

1. Membership is not transferable to other individuals, without permission from the card holder. The card holder has access to details of materials borrowed and assumes responsibility for all material borrowed on their card.

2. Members will be issued a library card without charge.

3. An individual is entitled to one library card. Lost or damaged cards will be replaced for

a $2.00 fee.

4. The card is the property of the Marmora & Lake Public Library and must be returned on request.

5. Loss or theft of a card must be reported immediately; members are responsible for any materials borrowed on their cards until loss or theft is reported.

6. Changes to address, name or phone number must be updated as soon as possible.

7. Membership must be renewed after two years. Renewal requires verification of the member’s name, address, telephone number and payment of outstanding monies owed to the library. New cards are not issued.

8. Membership can be suspended for violating library policies.

Section 3: Borrowing

1. Loans

a)       a standard loan period of three weeks exists for materials borrowed, except those materials for which special loan periods have been established. See Schedule B

b)      reference works, local history materials and newspapers are not available for loan

c)       the total number of items on loan to any one member will not exceed 10 items

d)      the number of items that may be borrowed on a particular subject or from the new book section is limited to 2 if there is a high demand for materials, at the discretion of library staff

e)      DVD/video materials that are classified 18A (Suitable for people 18 years of age or older) or R (Restricted to 18 years or older) by the Canadian Home Video Rating System will not be lent to members under the age of 18. Proof of age is required.

2. Renewals

a) library items may be renewed in person, by telephone or by e-mail. See Schedule B for renewal schedule.

b) items on reserve for other members cannot be renewed.

3. Holds/Reserves

a) library items may be reserved in person, by telephone, or by e-mail.

b) when the item becomes available, the member will be notified and asked to pick-up the item 

c) items will be held for 7 days

4. Returns

a)       materials borrowed may be returned to the library at the circulation desk or in the drop-box

b)      members are required to return materials on or before the due date

Circulation Policy (Continued)

5. Circulation Records

Library Circulation and membership records will be used in accordance with Confidentiality & the Protection of Privacy Policy.

Circulation Policy (Continued)

Section 4: Charges

1. Damaged/Lost Items

a) the library will charge replacement costs or accept a replacement copy for items which are long overdue or for items which are damaged or lost.

b) the replacement cost will be assessed by the library and will include the purchase cost and the processing cost of the item. It may not be possible to replace a specific item with an identical one 

c) charges will be levied based on the cost of a substitute item or the current average price of materials when an item is not replaced

d) replacement of the item will be left to the discretion of the Chief Executive Officer or their designate, in keeping with the library’s selection policy

Related Documents:

Marmora & Lake Public Library: OP-01 Protection of Privacy & Access to Information Policy

Schedule A - Acceptable Identification to Verify Name and Address for Membership Registration.

Documents are used to verify name and address only.  No other information on the document(s) presented is kept on record. A valid Ontario Driver's License is acceptable as a single document. In other case acceptable identification and proof of current address is required.

Acceptable Identification

Acceptable Proof of Address

• Health card with photo
• Citizenship card
• Passport
• Student ID card
• Employer-issued photo ID card

• Any Benefit Statement issued by the Government of Canada
• Bank account statement
• Utility bill (telephone, hydro, water, gas, cable TV)
• Motor Vehicle Permit
• Mortgage, rental or lease agreement
• Property tax assessment or bill
• Insurance policy (property, auto, life)
• Employer record (pay stub or letter from employer)
• Secondary school, college or university report card or transcript

Schedule B - Loan Periods

Material Type

Loan Period (Days)

Optional Renewals

Books

21

1

Audio Books

21

1

Magazines

21

1

DVD Movies

 7

1

DVD TV Series

21

1

Games and Puzzles

21

1

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Information Services

Policy Number: OP-05

Policy Approval Date: December 19, 2018          Date of Previous Review: September 2022 

Date of Next Review: September 2026

The Marmora & Lake Public Library’s information services link people with resources to fulfil their informational, educational, cultural and recreational needs.  This policy describes information services at the library and guides library staff when answering reference questions.

1.       All users seeking information will be treated equally regardless of gender, age, ability and ethnicity.

2.       The staff will respect and protect the confidential and private nature of requests for information.

3.       The staff will answer all reference questions efficiently, accurately and as completely as possible and will be guided by the board’s policy on Intellectual Freedom FN-04. All questions will be considered important and legitimate, unless it becomes clearly apparent that they are otherwise.

4.       The staff will assist the user in finding information and will provide instruction on how to use library resources based upon the user's needs. The staff provide the following services:

a)   Quick reference:  These questions can usually be answered immediately using directories, almanacs and online resources.

b)   General reference:  These questions usually require a lengthier search and/or the use of a number of sources to arrive at a complete answer.

5.       The staff will refer users to the inter-library loan service, other libraries, agencies and community resources, if it is not possible to find an answer using the library’s own resources.

6.       The extent of individual service to each person will depend on the number of users needing to be served. The following priorities will apply.

1st  priority - requests presented in person

2nd priority - requests presented by telephone/voice mail

3rd priority - requests sent in by mail/e-mail

4th priority - requests received via the interlibrary loan network

7.    To assess and evaluate information services, and to comply with the requirements of the Annual Survey of Public Libraries, statistics on reference questions will be kept and analyzed. 

Related Documents:

Marmora & Lake Public Library. OP – 03  Confidentiality and the Protection of Privacy

Marmora & Lake Public Library. Foundation Document -  Intellectual Freedom Policy

Marmora & Lake Public Library. OP – 10 Internet Services Policy 

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Services to Children and Young Adults

Policy Number: OP-06

Policy Approval Date: December 19, 2018             Date of Previous Review: September 2022

Date of Next Review: September 2026

1.       The Marmora & Lake Public Library recognizes that the needs of young people are important in their own right: that their intellectual growth, their cultural appreciation and recreational activities should be fostered through quality library service, delivered with consideration and respect. The services described in this policy are intended to meet the needs of children and teens, as well as parents, guardians and adults who work with children or are interested in children’s literature.

Rights of the Child

     The Marmora & Lake Public Library Public Library endeavors to provide this service based on the principles stated in the Ontario Library Association's Children's Rights in the Public Library, 1988, which reads:

OLA Position on Children's Rights in the Public 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.

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

Section 1:  Services

1. Collections:

a)   The Chief Executive Officer (CEO) will ensure the maintenance and organization of a comprehensive children’s and teens’ collection based on the Library’s Collection Development Policy OP-02.

b)       The children’s and teens’ collections will meet high standards of quality and reflect the changing educational needs and personal interests of children and teens as well as trends in society.

c)       The staff will develop profiles of the collections to define the scope and to address the issues of:

i.          Canadian authors and content

ii.        award-winning titles

iii.       non-fiction material that complement the local school curriculum

iv.       age appropriate formats

OP-06 –Services to Children and Young Adults (continued)

2.    Reference and Readers Advisory

a)       The qualified staff will utilize the full range of collections, technology and methods to answer all users’ requests for advice on selecting books and for information, regardless of age and without judgment, with confidentiality and respect.

b)      Library staff should conduct interviews to better understand what each child and teen wants and needs.

c)       Library staff will point out the variety of resources available in all areas of the library as appropriate. 

Programs

1.  a)    The library will provide programming for children, teens and parents, both in and out of the

library, to stimulate creative potential and to encourage and facilitate the habit of reading, independent learning and use of the library.

b)    The library will provide educational, entertaining and literature related programs and support for children and teens, such as:

i.         programs for parents/guardians, adults, caregivers that will educate them on the importance of early literacy, the role of the library in their children’s lives, and the support the library can offer them

ii.       programs for classes, children’s groups (Brownies), daycare, etc., depending on age, will emphasize early literacy and library orientation, and that encourage reading for leisure, or highlight various aspects of the collection

iii.     programs for summer, school breaks and professional development days will be primarily book based and will highlight various aspects of our collection while encouraging reading for pleasure or leisure activities.

c) The staff will actively involve teens in planning and implementing programs for this age group.

d) The number of participants for all programs will be restricted based on size of the facility, fire department limits, staff supervision available, etc.; this will be enforced by the library staff in charge.

e)    Some programs may limit the age of children or teens and the number of children per accompanying adult. This limit may be enforced by the staff as the program is designed for maximum benefit to the child/parent/guardian through one-on-one interaction. Leniency is given to parents of more than one child.

Section 3: Library Space

1.       The library will provide well-planned areas for children and teens that are distinct from the adult area.

2.       These areas should be visually stimulating so that children and teens are able to readily distinguish their own space from the rest of the library.

3.       These areas will have furniture, shelves and equipment that are designed for and accessible to all children.

4.       The library will ensure that signage is clear and age appropriate.

5.       The children’s and teens’ areas are interactive learning environments where controlled noise levels are tolerated and where young users are invited to explore the library materials and services in their own way. 

OP-06 –Services to Children and Young Adults (continued)

Section 4: Staffing

1.       The board will support a program of ongoing staff training and professional development in children’s and teens’ services.

2.       The CEO will ensure that all staff members assigned to children’s and teens’ services receive appropriate training to provide knowledgeable library service.

3.       While library staff will assist young people with finding materials, using the Internet or attending programs, they do not act in “loco parentis.” Parents/guardians are responsible for their children’s use of the library.

Section 5: Advocacy for Children and Teens

1.       The library will advocate for children’s and teens’ services in the community by:

a)       collaborating with agencies to promote early literacy, love of reading, life-long learning and children’s and teens’ health and well-being

b)       seeking support for children’s and teens’ services from community organizations, fundraising, donations, etc.

c)        networking with other agencies who provide service to children and teens in the community, region and province

d)       communicating with principals, teacher librarians and teachers in the community

e)       promoting the children’s and teens’ services and collections to groups who could benefit from them (schools, daycares, etc.)

f)         welcoming class visits and orientation for school children and home schooled children.

Related Documents:

Marmora & Lake Public Library OP – 02 Collection Development Policy

Marmora & Lake Public Library OP – 04 Circulation Policy

Marmora & Lake Public Library OP – 07 Unattended Children Policy

Marmora & Lake Public Library OP – 10 Internet Services Policy 

Marmora & Lake Public Library

Policy Type: Operational                                        

Policy Title: Unattended children

Policy Number: OP-07

Policy Approval Date: December 19, 2018           Date of Previous Review: September 2022

Date of Next Review: September 2026

The Marmora & Lake Public Library staff recognizes that children of all ages have a right to a welcoming, respectful, supportive and safe environment when they visit the library.

At the same time, the library is a busy public place and library staff cannot assume responsibility for children left unattended within our public facility. The following policy establishes the conditions needed to maintain the well-being of children and the responsibilities of their caregivers. 

Section 1: Responsibilities of the Parent or Caregiver

1.       Responsibility for the welfare and the behaviour of children using the library ultimately rests with the parent/guardian or an assigned caregiver.

2.       The library is governed by the terms in the Ontario Child and Family Services Act (CFSA) with regards to supervision of children, and specifically:

–         Section 79(3) “No person having charge of a child less than 16 years of age shall leave the child without making provision for his or her supervision and care that is reasonable in the circumstances.”

–         Section 79(4) “Where a person is charged with contravening Subsection (3) and the child is less than 10 years of age, the onus of establishing that the person made provision for the child’s supervision and care that was reasonable in the circumstances rests with the person.”

3.       The library expects parents, caregivers, and teachers to:

a)       not leave children requiring supervision unattended in or about library premises

b)       monitor the use of services and collections by children under their care

c)       be responsible for borrowed materials and fines incurred by children under their care

d)       be responsible for the appropriate behaviour of children under their care

4.       Children nine (9) years and over are welcome to use the library independently. Children younger than 9 should be accompanied by an adult while in the library.

5.       Children under the age of five (5) attending programs, may be supervised by the library staff only during the scheduled time of the program; their caregivers must always remain in the library building.

OP-07 –Unattended Children (continued)

Section 2: Responsibility of Staff

1.       The library staff members will be guided by this policy in situations, where

a)       an unattended child is found frightened or crying in the library

b)       an unattended child is perceived to be endangering him/herself

c)       another person in the library poses a perceived threat to the unattended child

d)       an unattended child exhibits specific inappropriate behaviour

e)       an unattended child is not met by a responsible caregiver at closing time

f)         a child is consistently left on his or her own in the library for long periods of time

2.    Where a responsible adult cannot be contacted, library staff will: 

a)       not leave a child unattended at closing time

b)       not give the child a ride home

c)       contact local police or Children’s Aid Society (CAS)

d)       remain with the child until the proper authorities can take the child into their protection

Section 3: Duty to Report 

1.       The CFSA recognizes that each of us has a responsibility for the welfare of children. It clearly states that members of the public including professionals who work with children, have an obligation to report promptly to CAS if they suspect that a child or youth under the age of 16 is or may be in need of protection.

2.       The duty to report applies to any child who is, or appears to be, under the age of 16 years. It also applies to children subject to a child protection order who are 16 and 17 years old.

3.       When library staff members have reasonable grounds to suspect that a child is or may be in need of protection, they will advise the Chief Executive Officer and together they will promptly report the suspicion and the information upon which it is based to the local CAS, as stated in the CFSA s.72 (1).

Related Documents

Ontario's Child and Family Services Act. R.S.O. 1990, CHAPTER C.11, s.72 (1).

Marmora & Lake Public Library. OP 04 - Circulation Policy

Marmora & Lake Public Library. OP 10 - Internet Access Policy

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Programming

Policy Number: OP-08

Policy Approval Date: December 19, 2018          Date of Previous Review: 2022

Date of Next Review: September 2026

Programming supports the library’s mission to stimulate imagination and inquiry. Programming provides information, invites public discussion, encourages curiosity and creativity and promotes literacy and reading.  Programming promotes the library’s services and resources.  This policy defines the provision of programs at the library.

1.       Programs are defined as any group activity offered to the public that staff coordinate, plan and/or present.  

2.       Library sponsorship of a program does not constitute an endorsement of the content of the program or the views expressed by presenters or participants.

3.       The library will:

a)       make available a wide spectrum of opinions and viewpoints

b)      select programs based on the interest and need of the community

c)       use programs to promote interest in, and the joy of, reading

d)      make programs available free of charge except for fundraising events to benefit the library

e)      limit program attendance based on safe use of space, or when success of a program requires it

f)        make programs open to all, based on a first come, first served basis, either with advanced registration or at the door

g)       not offer programming that is purely commercial

h)      regularly evaluate the planning and delivery of library programs

i)        make available a process for user feedback and expressions of opinions/concerns about programs

4.       The library may:

a)       offer programs for children, young adults, adults and families

b)      participate in cooperative programs with other agencies, organizations, institutions or individuals

c)       sponsor programs in the library facility or outside of the library

d)      promote programs through brochures, news releases, and the library’s website

e)      allow presenters to display products or books for purchase

 Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Local History

Policy Number: OP-09

Policy Approval Date: December 19, 2018          Date of Previous Review: 2022

Date of Next Review: September 2026

The Marmora & Lake Public Library maintains a special collection in order to conserve local history and to provide access to unique materials that help researchers and the public better understand our past. The collection complements the collections of the Marmora & Lake Historical Foundation, and will not duplicate those collections.

Section 1: Collections

1.       Staff under the supervision of the CEO or designate will be responsible for collecting and organizing materials for the local history collection. 

2.       The Marmora & Lake Public Library will collect materials pertaining to the history of Marmora & Lake and its surrounding areas. Materials include originals and reproductions. Emphasis is given to the acquisition of those items which will contribute to the knowledge of the social, civic, religious, economic and cultural life, both past and present.  Items to be acquired include:

a)       works and primary source material documenting local history and genealogy

b)       local research

c)        oral histories

d)       cemetery records

e)       municipal records

f)         photographs and negatives

g)       copies of photographs

h)       monographs

i)         historical atlases and maps

j)         papers

k)        brochures, pamphlets and programs of events

l)         limited personal papers, including correspondence and family bibles (related to the early settlement of the community).

3.        Writings of local authors, that are not about Marmora & Lake or the surrounding area, are subject to the Collection Development Policy OP- 02.

4.        When able, the library will provide access to databases relevant to local history and genealogy research.

5.        The library will work alone or in partnership with others to undertake the digitization of local history materials in order to provide the public with greater access to local history information.

OP-09 Local History (continued)

Section 2:  Donations

1.        The library will accept donations of local history materials from the community and from other sources and welcomes gifts.

2.        Donated materials are assessed by Library staff to determine their suitability to the collection.

3.        Some materials may be deemed to be too fragile or bulky to accept. Any problematic items will be discussed with the donor and then returned or redirected as is mutually agreed upon.

4.        All donated materials become the property of the library. Materials will be maintained based on the collection development policies.

Section 3: Use

1.        Local history materials may be used in the library only and will not circulate. 

2.        In special situations, a short-term loan may be arranged with the approval of the CEO. 

Related Documents

Marmora & Lake Public Library OP-02 Collection Development Policy

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Internet Services

Policy Number: OP-10

Policy Approval Date: May 2017             Date of Previous Review: 2025

Date of Next Review: May 2029

The Marmora & Lake Public Library Board endorses the use of the Internet as a source of information to complement traditional library collections and as a communication tool connecting individuals and communities. At the same time, the internet functions in an unregulated environment, and therefore provides access to a wide variety of resources over which the library has no control. This policy establishes the provision of public network services access the internet, acceptable use of these services by users, staff responsibilities, and consequences of inappropriate behaviour or illegal activity by users.

Section 1:  Access to the Public Network

1.       The library provides members of the public with internet access through the library’s networked desktop computers and laptops, as well as through the library’s wireless network which can be used with personal mobile devices.

2.       Wired and/or wireless access to the internet via public computers or users’ personal devices is provided free of charge.

3.       The library provides one computer with additional accessibility features including raised keyboards, large monitor, and adjustable height for equipment.

4.       To ensure equitable access to the public network and efficient use of resources, the library reserves the right to set time limits or ask users to limit their time on the library’s public computers.

Section 2: Internet Filtering

1.       The library does not use filtering software. This access to, and use of, the public computer network is compatible with the library’s position on intellectual freedom (FN-03).

Section 3: Use by Children

1.       Children may access all information and use all facilities provided by the library. Children’s access to the internet is compatible with the library’s policy on children in the library (OP-06) and the library’s position on intellectual freedom (FN-03).

2.       Parents and guardians are reminded that the restriction of a child’s use of a library computer, including internet and wireless access, is their responsibility. The library board accepts no responsibility for enforcing restrictions which a parent or guardian places on a child’s use of the internet

OP-10 - Internet Services Policy (continued)

Section 4: Acceptable Use of Technology in the Library

1.        Users must be aware that computers and other devices, regardless of whether on the library’s internet service or not, are being used in public areas which is shared by people of all ages, backgrounds, and sensibilities. Some content is age inappropriate for children. Some content may be offensive, objectionable and/or intimidating to other library patrons and/or staff. The staff reserve the right to redirect users whose activities on the public computers or their personal devices diminish the enjoyment of the library space by others.

2.        Users should respect the privacy of other library patrons. However, library staff cannot guarantee privacy at the library workstations or when using personal mobile devices.

3.        Users must respect the laws of Canada when using the public network. Use of the public network for illegal, actionable, or criminal purposes is prohibited. Examples of such illegal activity include, but are not limited to, harassment or stalking, libel, illegal commerce or solicitation, hacking or tampering with other computer systems, viewing, downloading and/or printing child pornography. Users who violate the rules may have their library privileges suspended or be required to leave the library. Illegal use within the definitions of federal or provincial legislation will be reported to the police.

4.        Users of the public network may not violate or circumvent copyright and other intellectual property rights and liability for infringement rests with the user. The board shall follow fair dealing copyright principles and shall advise users of their legal responsibilities.

5.        Users should use caution before providing personal information over the internet. As the internet is not a secure medium, third parties may be able to obtain information about users’ activities. The library assumes no responsibility for internet content or damages, directly or indirectly, arising from its website, online services, or from its connection through to other internet services.

6.        Users may not modify or otherwise willfully damage the library’s computer equipment, software, or network.

Section 5: Library Responsibilities

1.       The library proactively helps and promotes public access to quality information for all users. Library staff are available to assist with

a)       finding and evaluating the quality of an internet site

b)       accessing the public workstations and personal devices

c)       accessing the library’s subscription e-resources and e-books.

OP-10 - Internet Services Policy (continued)

2.       The library respects the right of users to privacy and confidentiality with regards to information sought or received and resources consulted, acquired, or transmitted.

3.       The library computers are equipped with anti-virus software. However, the library does not take responsibility for the configuration, security, or files on personal devices resulting from the connection to the library’s network. The board assumes no responsibility for the security and privacy of online transactions. The library is not responsible for any damages sustained while using a personal device.

Related Documents:

Marmora and Lake Public Library Policy FN - 03 Statement of Intellectual Freedom

Marmora and Lake Public Library Policy OP - 01 Protection of Privacy and Access to Information

Marmora and Lake Public Library Policy OP - 06 Services to Children and Young Adults

Marmora and Lake Public Library Policy OP - 14 Accessibility in the Library

Marmora and Lake Public Library Policy OP - 17 Code of Conduct

Appendix A: Acceptable Use Agreement

Acceptable Use*

By using the library’s computers and public internet network, you agree to the following:

a)       Users should view the use of the library’s public internet network whether on the library’s public computers or a personal device the same way as they view the use of any library space and should refrain from activities that disturb others in the library space.

b)      Users may not use the library internet network to access, display, download, upload, print, forward, or e-mail materials considered to be defamatory, discriminatory, obscene, or criminal in nature.

c)       Users may not violate or circumvent copyright and other intellectual property rights.

d)      Users may not misuse or abuse library computers or software.

e)      Users should keep personal files on external storage systems, such as a USB stick. Any user created files found on the library’s computers will be removed.

f)        Users should not install any software on the library’s computers or modify software installed by the library on the library’s computers.

Users who are in the library but who are using their own electronic devices and using their own internet service should also refrain from activities that disturb others in the library space.

Users who violate the rules may have their library privileges suspended or be required to leave the library. Illegal use, within the definitions of federal or provincial legislation will be reported to the police.

*This text will be used as a landing/splash page for users to access the library’s internet network and a print copy placed near the public computer area.

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Use of technology (by staff)

Policy Number: OP-11

Policy Approval Date: December 19, 2018          Date of Previous Review: 2022

Date of Next Review: October 2026

The Marmora & Lake Public Library recognizes the importance of computers, the internet and social media as work tools and sources of information. The library supports the use of computers and internet technology by staff in their work while recognizing the need to protect its network, systems, resources and the library’s image.  This policy covers staff use of library computers, devices, digitizer, e-mail system and networks.

Section 1: Personal Use

1.        While working in the library, staff must refrain from online activities that don’t bring value to the library. Staff may make reasonable personal use of library computer equipment, access to the internet and e-mail 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.

2.        Computer resources cannot be used for private financial gain or commercial purposes.

3.        Making copies of software is prohibited.

4.        When engaging in social media or online forums outside of work, staff should make it clear that the views they express about the library, or community related issues, are their own and do not necessarily reflect the library’s view.

5.        Personal use of social media should be respectful of the library, colleagues and library clients. While online activity can be a medium of self- expression, it may be very public and reflect on both the individual and the library. Social media means any tool for online publication and commentary, including blogs and social networking sites.

6.        Downloading software or attachments onto a work computer increases the risk of a virus throughout the network. Staff should consult with their supervisor before downloading files or software.

Section 2: Business Use 

1.       Staff are encouraged to avail themselves of the internet including using social media tools for the benefit the library. This may include general research on work related issues, following social media as part of ongoing professional development, staff or user training, and participating in online forums.

2.       Any correspondence sent from a library’s email address, or when a staff member is identified as an employee of the Marmora & Lake Public Library, should be treated as a professional document.

OP-11 – Use of technology (by staff) (continued)

3.       Staff should consult with their supervisor before posting comments to blogs or social network sites as an employee of the library.

4.       When posting to any social media site as an employee, communications must be professional and posted information must be accurate.

5.       Staff must observe the library’s standard of confidentiality (e.g. privacy legislation) when communicating electronically.

6.       Downloading software or attachments onto a work computer increases the risk of a virus throughout the network. Staff should consult with their supervisor before downloading files or software.

7.       All staff have an obligation to protect systems and data. Passwords and access codes must not be disclosed to unauthorized staff or the public, and should be changed every 6 months, or whenever a breach is suspected.  A secure record of current passwords is maintained by the CEO and IT staff to enable access if staff changes, maintenance is required, or there is evidence of misuse. When a password change is required, the new information must be reported to the CEO as soon as possible so the records are kept up-to-date. 

Section 4: Prohibited Use:

1.        The library’s computers, network and access to the internet are not to be used to:

a)       undertake deliberate activities that waste staff time or networked resources

b)      introduce any form of malicious software into the network

c)       visit internet sites that contain obscene, hateful, pornographic or illegal material

d)      perpetrate any form of fraud or piracy

e)      hack into unauthorized areas

f)        send offensive or harassing material to other users.

Section 5: The Library’s Social Media Presence

1.        Any proposal by staff to use social media applications to expand library service or promote the library requires the approval of the CEO.

2.        Staff representing the library on social media sites express the official position of the library on any issue.

Section 6: Misuse

1.        Staff will be accountable to their supervisor and the CEO for their use of the library’s computer network and internet access.

2.        The CEO, or her designate, will investigate any suspected misuse of resources.

3.        If there is a need to monitor or access non-work related files, the staff member will normally be asked for his/her consent. There may be exceptions such as when there is reason to believe the law has been broken.

OP-11 – Use of technology (by staff) (continued)

4.        The CEO will decide, in light of the outcome of an investigation of possible misuse of computing resources, if disciplinary action is appropriate and act in accordance with established disciplinary procedures.

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Community Information and Bulletin Boards

Policy Number: OP-12

Policy Approval Date: December 19, 2018          Date of Previous Review: 2022  

Date of Next Review: October 2026

One role of the Marmora & Lake Public Library is to serve as an access point for current information on community organizations, issues and services.  Notices and posters will be displayed on the bulletin board as space is available with the following considerations.

a)       Material for posting or distribution within the library must be deposited at the service desk for approval by the CEO

b)       Material advertising commercial endeavors is not displayed unless the project is specifically related to library objectives and the permission of the Librarian or CEO has been granted.

c)       The board does not necessarily support the aims and objectives of the groups whose material may be displayed in the library, nor is it required to display all material submitted.

d)       The notices and posters will remain on display for a time mutually agreed to or until just after the event has been held.

The Board accepts approved materials for display depending on available space.  All articles on display will be left at the owner’s risk.  The library does not accept responsibility for loss, defacement or return of materials to organizations or individuals.

Except for sales or fundraising events of a special local community nature or events which are co-sponsored by the library, and authorized by the CEO beforehand, no sales are permitted in the library.  No soliciting will be allowed in the library.

Policy on sponsorship

The Marmora & Lake Public Library will actively encourage the business community, service and other organizations to become sponsors.  The sponsor, its staff, product or service must not present an obvious conflict of interest with the mandate and/or operation of the Marmora & Lake Public Library.

The product of the sponsor must not be deemed hazardous to the health of the community.

The sponsor must have no expectations of having any impact on the library’s Collection Development Policy (OP-02) or other policies of the Marmora & Lake Public Library.

Public relations

The CEO, in consultation with the Board, will be responsible for marketing strategy.  Other staff may participate in the marketing activities of the Marmora & Lake Public Library. 

The Library will promote their collections and services throughout the community and surrounding area by means of printed materials and other local advertisements.

The Marmora & Lake Public Library Board will handle responses to media concerns.

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Proctoring

Policy Number: OP-13

Policy Approval Date: 2014 (Resolution 44-2014)  Date of Previous Review: 2022

Date of Next Review: October 2026

Purpose: To support lifelong learning goals of our community, by offering proctoring services to enable students to write tests and examinations.

Policy

1. Proctoring services are available to Marmora & Lake Public Library members in good standing. Proctoring is available during regular hours of operations and is subject to the availability of authorized staff and resources and must not disrupt normal library operations.

2. It is the responsibility of the student to contact the Library directly to inquire about the availability of proctoring services.  A minimum of one week advance notice is required.

3. Any Library staff may proctor an exam, however this may be limited by the approved occupations or qualifications (e.g. Masters level Librarian or Library technician) specified by the educational institution or company issuing the exam.

4. The Library staff member proctoring the exam does not observe students during examinations but will monitor their progress randomly.

5. Students must meet all the identification requirements of the institution.

6. Exams can be taken at any time during regular library hours and must be completed 30 minutes before closing.

7. It is the student's responsibility to ensure that the service provided by the Library meets the requirements of the institution or company and to ensure that exams are received in time for the scheduled appointment.  The Library will not provide reminders or notifications for an approved exam.  It is the responsibility of the student to arrive 15 minutes prior to the start of an exam.

8. The Library will not be liable for any missing items, papers, samples or other documents related to the exam.

9. Students who require a proctor for an online exam may use their own laptop computer and the Library's wireless connection.  The Library may also be able to provide public internet access for online exams.  The Library is not responsible for any unforeseen test interruptions due to loss of power or connection.

10.  The Library cannot proctor online exams that require the installation of special software or the modification of existing computer settings and the Library cannot troubleshoot login and authentication issues.

11.  Students should be aware that exams may be conducted in an open area and may not provide a distraction-free setting.

12.  The Library accepts no responsibility for any additional charges involved in proctoring (e.g. Photocopies, mailing or faxing charges).  Any such costs are borne by the writer of the exam.

13.  Rescheduling of test appointments is subject to approval.

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Accessibility in the Library

Policy Number: OP-14

Policy Approval Date: January 23, 2017              Most Recent Review: January 2025

Date of Next Review:  December 2028

Section 1: Statement of Organizational Commitment to meet accessibility needs of persons with disabilities. 

The Marmora & Lake Public Library establishes and implements practices and procedures that respect the dignity and independence of persons with disabilities.  The Marmora & Lake Public Library is committed to ensuring that each employee, volunteer and patron receives equitable treatment with respect to employment and services without discrimination, and receives accommodation where required, in a timely manner, to the point of undue hardship and in accordance with the Ontario Human Rights Code and the AODA and its regulations.

Section 1: Statement of Organizational Commitments

1.      Marmora and Lake Public Library is committed to providing accessible, equitable, and inclusive access to library services and facilities. The library will ensure that each employee, volunteer, and patron receives equitable treatment with respect to employment and services without discrimination, and receives accommodation where required in a timely manner, and in accordance with the Ontario Human Rights Code and the AODA and its regulations.

2.      The library will develop and support a service environment where the needs of the persons with disabilities are addressed in accordance with the principles of dignity, respect, equity, and inclusion. 

Section 2: Responsibilities

1.      For the purposes of AODA, the library provides services on behalf of the municipality, and therefore is considered, along with the municipality, to be a designated public sector organization that is a “small organization” with at least one but fewer than 50 employees as defined within the O. Reg. 191/11.  The library complies with the obligations for this sector as set out in the AODA regulations.

2.      The board ensures that the library complies with the spirit, principles and intent of AODA and designates the Chief Executive Officer (CEO) as the individual accountable for the organization’s compliance with legislation.

3.      The CEO will ensure that the policies and procedures comply with the AODA and any regulations made under the AODA.

Section 3: The Accessibility Plan

1.      The library will work with the municipality to establish, implement, maintain and document a multi-year accessibility plan that will outline the library’s strategy to identify, prevent, and remove systemic accessibility barriers.

OP-14 Accessibility in the Library (continued)

2.      The process of developing the accessibility plan will be done in consultation with persons with disabilities.

3.      The plan will be reviewed and updated at least once every five years.

4.      The plan will be posted on the library’s website in accessible formats upon request.

Section 4: Policies and Procedures

1.      In accordance with the O. Reg 165/16, relating to the Accessibility for Ontarians with Disabilities Act 2005, the library has developed this to include the required Customer Service elements; and the library’s other policies will support accessibility, in these specific areas:

a)      the purchasing policy will include accessibility criteria for procuring or acquiring goods, services, or products (and in the event where it is not practicable to procure accessible goods, services, or products the library will document the reason within any files or reports related to the project)

b)      the Internet services policies will include accessibility provisions with respect to the library’s website as outlined under the Web Content Accessibility Guidelines (WCAG)

c)      the human resource policies will address training on AODA regulations and the Ontario Human Rights Code, accommodation for job applicants and accommodation plans

d)      the collection development policy will address the availability of materials in a variety of accessible formats (e.g., print, audio, visual, digital, etc.)

e)      the programming policy will address the development and delivery of library programs to provide reasonable accommodations for accessibility needs.

Section 5: Customer Service

The Marmora and Lake Public Library is committed to the independence and inclusion of persons with disabilities in our community, and in the context of customer service will commit to the following:

1.      The library will make every reasonable effort to ensure that services and programs are accessible by

a)      encouraging the use of personal assistive devices to access library services and programs

b)      providing at least one computer workstation at each location which is equipped with assistive technology and a range of accessibility features

c)      arranging for the provision of accessible materials where they exist which may include archival material and special collections

d)      providing a library website with content that will meet or exceed World Wide Web Consortium Web Content Accessibility Guidelines (WCAG)

e)      supporting the inclusion of support persons or service animals accompanying people with disabilities, such as by

                                                              i.      waiving fees for support persons assisting users and when fees are required providing advance notification

OP-14 Accessibility in the Library (continued)

                                                             ii.      permitting service animals to assist users and providing alternative accommodation in situations where a service animal is excluded from the premises by law. While accessing the Library’s premises, the person with a disability is responsible for ensuring their service animal is clearly identified by a vest, harness, or documentation provided by the individual, and that the service animal behaves in a professional manner.

2.      The library will make every effort to communicate with users in a manner that enables the use of services and programs by providing:

a)      this “Accessibility in the Library” policy in alternative formats upon request

b)      information on the provision of customer service for people with disabilities and accessible services and programs

c)      reasonable notification of all interruptions that especially relate to the provision of services and program for people with disabilities such as the library’s elevator

d)      a process for receiving feedback about the manner in which the library provides services to persons with disabilities.

3. The library will provide training to its board members, staff and volunteers on how to provide customer service to people with disabilities and will keep a record of when the training was provided and the individuals who received the training. 

Section 6: Communication

1.  The library shall make its communications available, upon request, in accessible formats for persons with disabilities and make the public aware of the availability of accessible formats. This applies to communications such as:

a.      policies,

b.      accessibility plans (if applicable),

c.       emergency procedures, plan and public safety information prepared for the public,

d.      forms, surveys and other tools used to gather feedback,

e.      information on collections/materials in accessible format, and

f.        employment standards.

2.  Accessible formats of the library’s communications shall be made available:

a.  in a timely manner,

b.  at no additional cost to the individual, and

c.   in consultation with the person making the request.

In the event of a scheduled service disruption that will impact persons with disabilities in accessing the library, notice of the planned disruption will be provided at least 48 hours in advance. The notice will include the reason for the disruption, anticipated length of the disruption, and a description of alternate accommodations (if any). In the event of an OP-15

Accessibility in the Library (continued)

unplanned service disruption, notice will be provided as quickly as possible.

3.  The library welcomes feedback from persons with disabilities on the accessibility of its collections, services, programs, and facilities. The library will strive to communicate with persons with disabilities in a manner that meets their individual accessibility needs.

Related Documents:

1. Accessibility for Ontarians with Disabilities Act, 2005. S.O. c.11

2. Integrated Accessibility Standards, Ontario Regulation 191/11 and amendments to this regulation under Ontario Regulation 165/16

Marmora & Lake Public Library

Policy Type: Operational

Policy Title: Purchasing

Policy Number: OP-15

Policy Approval Date: 2014 (Resolution 49-2014), December 19, 2018

Date of Next Previous Review: 2022       Date of Next Review: February 2026

Purpose:  The object of this policy is to:

▪          Provide a process that could encompass purchases and procurements for the Library

▪          Seek out appropriate vendors and conclude the purchase arrangement such that best value is achieved.

▪          Promote the purchasing methods and purchasing tools outlined in the policy and procedures to allow staff to effectively and efficiently carry out their responsibilities and acquire goods on time.

A.  Purchasing Principles

The CEO shall:

1.       Be responsible for the provision of all purchasing services for the acquisition and disposition of all goods and services required by the Marmora & Lake Public Library Board. (Hereafter referred to as the Library).

2.       Arrange for the procurement, by purchase, rental or lease, of the required quality and quantity of goods and services in an efficient and cost-effective manner.

3.       Ensure the greatest value for the Library by exercising professional purchasing practices, free from influence and interference, and encourage where practical, standardization and open and competitive bidding.

4.       Promote acceptance of bids based on total acquisition and life cycle cost rather than the lowest bid received.

5.       Execute facilitation, comparison and assessment of alternate service delivery options.

6.       Encourage wherever applicable, specifications that are environmentally responsible and friendly.

B.  Authorities and Limits

1.       The CEO is hereby given the authority and responsibility to purchase goods and services on behalf of the Library in accordance with the requirements of this policy and to act on behalf of the Library in entering into contracts with third parties for the purchase and disposal of all goods and services in accordance with approved budget.

2.       The CEO may delegate to an employee of the Library all or part of the authority to purchase goods and services on the understanding that employees use their own judgment to promote the objectives of this policy in any competitive or direct purchase.

3.       A minimum of two (2) written quotations shall be obtained for purchases with a unit value of more than $5,000.

4.       A minimum of three (3) written quotations shall be obtained for purchases between $10,000 and $25,000 and shall be so documented.

5.        An award exceeding $10,000 is subject to Board approval.  The CEO will make a recommendation to the Board to approve the award as required.

6.       Goods and services with an estimated total purchase price greater than $25,000 shall be obtained by the CEO, in consultation, by sealed public tender in accordance outlined by the Municipality of Marmora & Lake.

OP-15 – Purchasing Policy (continued)

C. Negotiation

The CEO is authorized to enter into negotiations without formal competitive bids, under the following circumstances:

1. When an event which could not be foreseen occurs that is a threat to public health, service, welfare or public property, and requires the immediate delivery of supplies or performance of service.

2. When competition is precluded because of the existence of a sole source, patent rights, copyrights, secret processes, control of basic raw material or similar circumstances.

3.    When bids have been solicited and no responsive bid has been received, or the lowest bid received exceeds the estimated cost, or the lowest bids received are identical.

4. When all bids fail to comply with the specifications or conditions and it is impractical to recall.

5. When the extension or reinstatement of an existing contract would prove most cost     effective or beneficial.  The extension shall not exceed one year.

6. When a fluctuating market prevents the CEO from obtaining price protection or owing to market conditions, required goods or services are in short supply.

D. Co-operative Purchasing

The CEO may enter into arrangements with municipalities, local boards and other public bodies or public authorities on a co-operative or joint venture basis where there are economic advantages and where the best interests of the Library would be served in so doing; providing that under such arrangements the method of acquisition used is a competitive method similar to that described in this policy; and the awarding and reporting of such contracts is generally in accordance with the requirements of this policy.

E. Disposal of Surplus Property

The CEO is authorized to dispose of surplus or obsolete goods and equipment by using it in other Municipal departments or, if no longer useful, arranging for its disposal in a cost effective and efficient manner.

F. Prohibitions

1. Subject to the Municipal Conflict of Interest Act, no member of the Board, Council, or officer of the Library or Municipality is or will become interested directly or indirectly as a contracting party or otherwise in the performance of the contractor or in the supplies, goods, or business to which it relates or in any portion of the profits thereof, or in any such supplies to be used therein or in any of the monies to be derived therefrom.

2. No employee or member of the Library, Board or Council shall bid on the sale of goods except those disposed of by public auction or sale.

3. The Library shall make no personal purchase for any employee, member of the Board, or Council unless specifically authorized by the Board.

4. No requirement for goods or services shall be divided to avoid the requirements of this policy and the total project or annual requirement shall be considered.

OP-15 – Purchasing Policy (continued)

G.   Exemptions

The following items are excluded from the requirements of this policy.  Notwithstanding, it is expected that the objectives will be promoted in any expenditures for goods and services.

1. Petty cash expenditures

2. Training and education costs:

     a)  conference, course, convention and seminar

     b)  Magazines, books, periodicals, subscriptions

     c)  Memberships

3. Refundable employee travel costs

4. Advertising such as help wanted, for sale, event notices, public tender, etc.

Marmora and Lake Public Library

Policy Type: Operational

Policy Title: The Library and Political Elections

Policy Number: OP-16

Policy Approval Date: May 2022               

Date of Next Review: Before May 1 of next municipal election year

The Library must act and appear to act in a non-partisan way at all times, especially during elections, while supporting the democratic process, freedom of expression, and informed discussion on political issues.  This policy applies to municipal, provincial, and federal elections.

Section 1: Responsibility and application

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

2.       It is the responsibility of the Library CEO to ensure that the library complies with legislation related to elections at all levels - municipal, provincial, and federal.

Section 2: Use of library resources and property

1.       It is the responsibility of the library to ensure that no candidate, registered third-party advertiser, or political party is provided with an unfair advantage in the use of library resources at any time.   

2.   For municipal elections, by May 1st in the election year, the library will establish the rules and procedures with respect to use of library resources during the period leading up to the municipal election.  This requirement is found in the Municipal Elections Act 1996, Clause 88.18 Use of municipal, board resources which 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.” 

3.       Rules for use of library resources and property are as follows: 

a)       All candidates and political parties have equal access to publicly available resources and services of the library.

b)      Meeting rooms may be rented in accordance with the Municipality Meeting Rooms Policy.

c)       Candidates cannot use equipment, supplies, staff, or other operational resources of the library nor may they use the library’s logo in any campaign material.  

d)      ‘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.

e)  Candidates and political parties are permitted to distribute campaign materials on public rights-of-way at the library, unless prohibited by a municipal by-law.

OP-16 – The Library and Political Elections (continued)

f)        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. During municipal and provincial elections candidates will be granted the same right to campaign in the library. 

g)       No campaign materials can be posted on the grounds of the library or in the library building.

Section 3: Campaign Contributions

     The library will comply with legislation on campaign contributions at all levels.

1.       Municipal Elections

The Board may not contribute to the campaign of any candidate or political party in the form of money, goods or services. This is in accordance with the Municipal Elections Act, Section 88.8 which reads:

“Contributions to candidates

88.8 (1)             A contribution shall not be made to or accepted by a person or an individual acting under the person’s direction unless the person is a candidate. 2016, c. 15, s. 51.

Only during election campaign

(2) A contribution shall not be made to or accepted by a candidate or an individual acting under the candidate’s direction outside the candidate’s election campaign period described in section 88.24. 2016, c. 15, s. 51.

Who may contribute

(3) Only the following persons may make contributions:

1. An individual who is normally resident in Ontario.

2. Subject to subsection (5), the candidate and his or her spouse. 2016, c. 15, s. 51.

Who cannot contribute

(4) For greater certainty, and without limiting the generality of subsection (3), the following persons and entities shall not make a contribution:

1. A federal political party registered under the Canada Elections Act (Canada) or any federal constituency association or registered candidate at a federal election endorsed by that party.

2. A provincial political party, constituency association, registered candidate or leadership contestant registered under the Election Finances Act.

3. A corporation that carries on business in Ontario.

4. A trade union that holds bargaining rights for employees in Ontario.

5. The Crown in right of Canada or Ontario, a municipality or a local board. 2016, c. 15, s. 51.”

2.    Provincial Elections

The Board may not contribute to the campaign of any candidate of a provincial election, constituency association, nomination contestant, candidates, and leadership contestant of provincial political parties in the form of money, goods or services in accordance with the Ontario Elections Finances Act, Section 16(1) which reads:

“16 (1) Contributions to parties, constituency associations, nomination contestants, candidates and leadership contestants registered under this Act may be made only by persons individually. 2016, c. 22, s. 10 (1).”

3.       Federal Elections

The Board may not contribute to the campaign of any candidate of a federal election, a registered party, a registered association, nomination contestant, and leadership contestant of federal political parties in the form of money, goods or services in accordance with the Canada Elections Act, Section 363(1) which reads:

OP-16 – The Library and Political Elections (continued)

“363 (1) No person or entity other than an individual who is a Canadian citizen or is a permanent resident as defined in subsection 2(1) of the Immigration and Refugee Protection Act shall make a

contribution to a registered party, a registered association, a nomination contestant, a candidate or a leadership contestant.”

Section 4:  Employee, Volunteer and Board Member Participation in Election Campaigns

1.   A library employee or volunteer involved in a political campaign must be politically neutral in carrying out his or her library duties during and must not participate in campaign activities during his or her working hours.

2.       With respect to a municipal election, any library employee running as a candidate in the municipal election will comply with the entirety of Section 30 of the Municipal Elections Act which reads, in part

“30 (1) An employee of a municipality or local board is eligible to be a candidate for and to be elected as a member of the council or local board that is the employer if he or she takes an unpaid leave of absence beginning as of the day the employee is nominated and ending on voting day. 1996, c. 32, Sched., s. 30 (1); 2002, c. 17, Sched. D, s. 9 (1).”

3.         Board members may continue their library board responsibilities when they are running for office.

Section 5: Requests for information about the library

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

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.

3.       Any candidate or political party may request a meeting with the CEO or tour of the library. 

Marmora and Lake Public Library

Policy Type: Operational

Policy Title: Public Code of Conduct

Policy Number: OP-17

Policy Approval Date: April 19, 2023               Date of Next Review:  April 2027

The Marmora and Lake Public Library provides free and equitable access to services in a welcoming and supportive environment that is free from discrimination and harassment. The rules set out here are intended to ensure the dignity and safety of the public and the staff, and to maintain the security of library property without disruption to library service. The mandate to set such rules is given under the Public Libraries Act, Section 23 (4), which states that the Library Board may make rules:

“(a) for the use of library services”

“(c) for the exclusion from the library of persons who behave in a disruptive manner or cause damage to library property”

“(e) suspending library privileges for breaches of the rules”

“(f) regulating all other matters connected with the management of the library and library property”

Within this context, our top priority is to ensure a positive experience for library users while in the library. Please:

Be respectful of others.

• Speak and work at a reasonable and respectful volume. 

• Set your mobile device to vibrate or mute. 

• Refrain from foul, abusive, or discriminatory language or actions. See Workplace Harassment and Discrimination Policy HEA-04 and Prevention of Workplace Violence Policy HEA-03.

• Respect the sensibilities of others when viewing materials in the library.

• Obtain permission from the library to distribute literature or post materials on library property.  Only non-profit posters are allowed on the community bulletin board. Solicitation is not permitted in the library.

• Obtain approval from the CEO and the people in photos or videos you are taking.  Parents or guardians must provide permission for children.

• Respect others with sensitivities to scents and limit the use of scented products. 

• Wear appropriate footwear. 

• Report disruptive behaviour to a library employee.

Be respectful of library property.

• Use the library’s materials, computers, equipment, and furniture with care.

• Throw out or recycle your garbage in designated areas.

• Keep aisles, corridors, and spaces around you clear so that others can easily access them.

• Park bicycles, scooters, and small recreational motorized vehicles outside the library.  Small items such as skateboards or roller blades may be brought in but may not be used inside the library or near the entrance.

Be safe.

• The library is not responsible for lost, damaged, or stolen items.

• Leave the building in case of fire, fire drills, or other emergencies. 

• Follow the instructions of library employees or security staff.

Code of Conduct – Exclusion and Appeals

The policy outlines Code of Conduct for the Marmora and Lake Public Library.  We ask that you respect this Code of Conduct and follow all library policies. Employees will make every effort to apply these policies in a fair, dignified, and equitable manner for the benefit of everyone. Anyone choosing to disrespect the policies of the library and refusing to modify behaviour will be asked to leave. Staff will inform the person of how he or she violated the Library’s Code of Conduct, and will take some or all of these actions: suspension of Library privileges, exclusion from the library for a specific period of time, exclusion on the basis of the Ontario Trespass to Property Act, cost-recovery charges, and/or prosecution.

A person has a right to appeal a letter of exclusion or extension of an exclusion, in writing to the CEO, during the period of exclusion.

Related Documents

Marmora and Lake Public Library HEA-04 Workplace Harassment and Discrimination Policy 

Marmora and Lake Public Library HEA-03 Prevention of Workplace Violence Policy