Town of Grimshaw Library Board Policy
1A Table of Contents
1B Definitions
1C Vision and Mission Statement
JOB DESCRIPTION:
2A Library Manager
2B Programming and Communication
2C Library Clerk
2D Collection and Circulation
2E Patron Services Clerk
2F School Library Services
2G Schools Services Aide
2H Volunteers
2I Employee Data sheet
BOARD TRUSTEES
3A Memberships
3B Obligations and Duties
3C Meetings
3D Terms
3E Orientation of New Members
3F Honorariums and Renumerations
3G Code of Ethics
3H Finance and Fundraising Committee
3I Marketing, Advocacy and Programming Committee
3J Personnel and Policy Committee
4A Finance
4B Salary Grid/Attachment A
COLLECTION:
5A Material Selection
5B Donations
5C Weeding and Maintaining
PERSONNEL:
6A Offer Letter Template
6B Staff Orientation
6C Performance Appraisals
6D Terms of Employment
6E Continuing Education
LIBRARY SERVICES:
7A Public Hours of Operation
7B Circulation
7C Terms of Use
7D School hours of Operation
7E Internet Access and Use
7F Programming
RECORDS MANAGEMENT:
8A Confidentiality
8B Records Management
LIBRARY OPERTIONS:
9A Patron Complaints
9B Denial of Access
9C Unattended Children
9D Pandemic
10A Emergency Procedures
11A Policy on Policies
Town of Grimshaw Library Board Policy
Subject: Definitions
Policy: 1B 2004
Date Approved: June 1, 2005
Reviewed: December 13, 2021
2. In these regulations unless contrary intention appears in context:
Town of Grimshaw Library Board Policy
Subject: Vision/Mission Statement
Policy: 1C 2004
Approved: November 18, 2019
VISION
Connection for everyone
MISSION
Our mission is to provide a welcoming environment for people to enrich their lives through information, education and entertainment.
Town of Grimshaw Library Board Policy
Subject: Personnel, Job Descriptions
Policy: 2B 2004
Date Approved: May 4, 2016
Position Title: Library Manager
Position: Full Time
Reports to: Grimshaw Library Board
Position Summary:
The Library Manager is accountable to the Library Board for the day-to-day operations of the Library facility and is responsible for integrating the decisions made by the board with the operations of the Library in accordance with the Plan of Service. The Library Manager must be able to demonstrate a passion for public library service and be skilled at building relationships in collaborative, community and school focused environment.
It would be desirable for the Library Manager of the Grimshaw Municipal Library to have a certificate or degree in Library services. Bookkeeping, budgeting, and administrative capabilities are an asset to this position.
Qualifications and or Performance Expectations:
The Library Manager must:
Personal Relations:
The Library Manager will:
Board Relations:
The Library Manager will:
Administration:
The Library Manager:
Peace Library System:
The Library Manager:
Technical Operations:
The Library Manager:
Planning and Programming:
The Library Manager:
Public Relations:
The Library Manager:
Financial:
The Library Manager will:
Other Responsibilities:
The Library Manager will:
Oversee development and management of the Library Collection.
Town of Grimshaw Library Board Policy
Subject: Personnel, Job Descriptions
Policy: 2B 2016
Date Approved: May 4, 2017
Position Title: Programming & Communications Coordinator
Position: Full Time
Reports to: The Library Manager
Position Summary:
Manages and monitors the needs of the community to implement programs and activities. Maintains joint programming with community groups where possible, and awareness of existing programs.
Manages the timely and accurate preparation and dissemination of all communications materials for the Library; works collaboratively to develop and deliver appropriate and effective marketing/communications and advertising plans that promote Library programs, events and services.
Must have clear understanding of all policies and procedures governing the operations of the Grimshaw Municipal Library.
Qualifications and/or Performance Expectations
Personnel Relations
Board Relations
Administration
Technical Operations
Planning and Programming
Public Relations
Financial
Additional Job Routines
The coordinator will be responsible for carrying out the following routines and any others as may be assigned when necessary.
Collection Management:
Interlibrary Loan System
Town of Grimshaw Library Board Policy
Subject: Personnel, Job Descriptions
Policy: 2C 2004
Date Approved: May 4, 2017
Position Title: Library Clerk
Position: Part Time
Reports to: Library Manager
Position Summary:
The library clerk is responsible for providing efficient, effective and respectful patron service to all patrons.
Must have a clear understanding all policies and procedures governing the operations of the Grimshaw Municipal Library.
Qualifications and/or Performance Expectations
The Library Clerk must:
Personnel Relations
The Library Clerk will:
Public Relations
The Library Clerk will:
Listing of Job Routines
The Library Clerk will be responsible for carrying out the following routines and any other as may be assigned when necessary.
materials, registering patrons and collecting fines.
instruction and database searching.
Town of Grimshaw Library Board Policy
Subject: Personnel, Job Descriptions
Policy: 2D 2016
Date Approved: May 4, 2016
Position Title: Collection & Circulation Coordinator
Position: Full Time/Part Time
Reports to: Library Manager
Position Summary:
Tasks include selecting, acquiring, cataloguing, classifying, circulating, and maintaining library materials; and furnishing reference, bibliographical, and readers' advisory services. May perform in-depth, strategic research, and synthesize, analyze, edit, and filter information. May set up or work with databases and information systems to catalogue and access information.
Ensure data integrity in library cataloging and loan systems through careful work and attention to detail.
Must have a clear understanding all policies and procedures governing the operations of the Grimshaw Municipal Library, assists with the smooth and efficient running of the Grimshaw Municipal Library.
Qualifications and or Performance Expectations
Personnel Relations
Public Relations
Additional Routines … Assist Patron Services Clerk as needed
Interlibrary Loan Services
Collection Management
and collection management.
I have read and have been given an opportunity to ask questions regarding this job description. I also understand that this job description does not constitute an implied or expressed contract for
employment with Grimshaw Municipal Library. In addition, I understand that Grimshaw Municipal Library is an employment at will employer and that the company or I may terminate the employment relationship at any time with or without cause.
Furthermore, I understand that this job description does not contain all of the responsibilities that I may be asked to carry out while employed with Grimshaw Municipal Library and that I will perform other duties that are assigned to me to the best of my abilities.
Town of Grimshaw Library Board Policy
Subject: Personnel, Job Descriptions
Policy: 2E
Date Approved: October 18, 2021
Position Title: Patron Services Clerk
Positions: Full Time/Part Time
Reports to: The Library Manager
Position Summary:
Patron Services clerk is the first point of contact for patrons and is required to exhibit excellent customer service while performing all work duties. The patron services clerk is responsible for providing efficient, effective and respectful service to all patrons. Patrons should feel valued and respected after all library interactions.
The patron services clerk must have a clear understanding of all policies and procedures governing the operations of the Grimshaw Municipal Library.
Qualifications and/or Performance Expectations
The Patron Services Clerk must:
Personnel Relations
The Patron Services Clerk will:
Public Relations
The Patron Services Clerk will:
Listing of Job Routines
The Patron Services Clerk will be responsible for carrying out the following routines and any other as may be assigned when necessary:
materials, registering patrons and collecting fines.
Town of Grimshaw Library Board Policy
Subject: Personnel, Job Descriptions
Policy: 2F
Date Approved: May 4, 2016
Position Title: School Library Services Coordinator
Position: Full Time
Position Report to: Library Manager
Position Summary:
This is a public library position created to build a sense of community for students and school staff of the Holy Family Catholic School Division and the Peace River School Division. Through this inclusive and stimulating environment the library will encourage students in their journey of lifelong learning.
Has a clear understanding of all policies and procedures governing the operations of the Grimshaw Municipal Library.
Qualifications and or Performance Expectations
The School Library Services Coordinator will:
Personnel Relations
The School Library Services Coordinator will:
Listing of Job Routines
Customer Service: this becomes a primary service when not working directly with students or staff of the school.
Library Resource Management
Library Facility
Other
Town of Grimshaw Library Board Policy
Subject: Personnel, Job Descriptions
Policy: 2G
Date Approved: May 4, 2016
Position Title: School Library Services Aide
Position: Full Time/Part Time
Reports To: School Library Services Coordinator/ Library Manager
Position Summary:
This is a public library position created to build a sense of community for students and school staff of the Holy Family Catholic School Division and the Peace River School Division. Through this inclusive and stimulating environment the library will encourage students in their journey of lifelong learning.
This position provides assistance to the School Relations Library Coordinator.
Has a clear understanding of all policies and procedures governing the operations of the Grimshaw Municipal Library.
Qualifications and or Performance Expectations
The School Library Services Aide will:
Personnel Relations
The School Library Services Aide will:
Listing of Job Routines
Library Facility
Other
Town of Grimshaw Library Board Policy
Subject: Personnel, Job Descriptions
Policy: 2H 2004
Date Approved: January 16, 2013
Volunteer Job Description
Position summary:
The volunteer is accountable to the Library Manager of the Grimshaw Municipal Library. The volunteer is requested to perform all tasks as outlined below and to advise the Library Manager of any problems that may arise.
Our Responsibilities to Our Volunteers
During your volunteer hours at the library the Library Staff will:
Position Guidelines
We request that the volunteer adhere to the following rules during his/her volunteer hours at the Library.
Employee Data Sheet
Employee Name: _______________________Last _____M.I ____________________First
Address: ___________________________ Home Telephone: __________________
___________________________ Other Telephone: __________________
DOB: __________________ Driver’s License #: ______________________
SSN: __________________ Issued: _________
Emergency Contacts:
1) Name___________________ _____ Contact #_______________________
Relationship___________________ Secondary Contact #______________________
2) Name___________________ _____ Contact #_______________________
Relationship___________________ Secondary Contact #______________________
Physician: _________________ Location and/or Phone #: __________________________
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Town of Grimshaw Library Board
Subject: Board Membership
Policy: 3A
Reviewed & Approved: June 20, 2022
The Town of Grimshaw Library Board is a governing board and is a corporation with full management and control of the public library, Libraries Act (Part 1, Section 7). The Board is legal entity and authority for the library it serves and directs. It is an empowered body of person charged, before the law, with responsibility for and authority over the organizational structure set up to fulfill the library’s goals.
1. Town of Grimshaw council appoints and unappoints library board trustees. New appointments come from applications received by the library board.
2. Upon appointment, a board member is a trustee and shall:
3. The number of members serving on the library board shall consist of no less than 5 and no more of 10 members.
4. A person who is an employee of the library is not eligible to be a trustee of the board.
5. No more than two town council representative may serve on the library board.
6. Appointments to the board shall be for a term of three years.
7. Trustees on the library board are eligible to be reappointed for up to 2 additional consecutive terms
a) The expectation would be if at least 2/3 of the town council passes a resolution stating the trustee may be reappointed for an additional term.
8. Trustees are recommended to council by the board as required
9. Trustees wishing to resign from the board shall notify the board in writing, one-month prior if possible to the date of resignation
10. A library board trustee is disqualified from remaining a member of the library board if he/she fails to attend, without being authorized by resolution of the board to do so, for three consecutive regular meetings. He/she is deemed to have resigned his/her position on the board as outlined in the Alberta Libraries Act, Part 5 31(1)
Town of Grimshaw Library Board
Subject: Board, Obligation and Duties
Policy: 3B 2004
Reviewed & Approved: June 20, 2022
Role of a Governing Board:
The role of the board (always acting as a whole) is to articulate and communicate the vision. It defines the parameters within which the organization operates. The governing board carries out its responsibility through the implementation of five functions:
Policy Personnel Financial Advocacy Program
The Library Board establishes the purpose, identity, continuity and progress of the library in order to sustain it through periods of change. The board has the ultimate responsibility for the implementation of the purpose of the library.
1.All board trustees shall be committed to the objectives of the library. Each trustee shall accept a share of the tasks involved in meeting these objectives.
2. Trustees of the library board shall develop clear policies for the staff and volunteers to follow.
Performance Expectations of the Town of Grimshaw Library Board
1. Loyalty: represents un-conflicted loyalty to the interests of the Library Board
2. Conflict of interest: avoid conflict of interest with respect to fiduciary responsibility. Fiduciary responsibility relates holding a position of trust that requires a board member to act honestly, in good faith and in the best interests of the town of Grimshaw Library Board
3. Individual Authority: must not exercise individual authority over staff or programs, except as described in policy
4. Conduct: deal with outside entities or individuals, with clients and staff, and with each other in a manner reflecting fair play, ethics and straightforward communication
5. Meeting Preparation: be informed about current issues, and any research or background information. Be prepared to discuss issues. Notify the library manager in advance if unable to attend a board meeting. If possible notify the library manager in advance if you have agenda items to be added. Read minutes before the meetings, identify errors and if necessary add points. Read pre-meeting material and note questions at the meeting
6. Active Participation: attend all board and committee meetings. Be punctual, ask questions, participate in discussions and decision-making, respond to ideas and show initiative. Develop a working knowledge of meeting procedures
7. Board and Staff relations: Help maintain friendly, positive working relationship with board, staff and service volunteers
8. Confidentiality: keep confidential board business and matters of a delicate manner
9. Image: Speak positively of the organization to the public
Job Description: Board Member
Authority
The Board of Trustees are the legal authority for the Town of Grimshaw Library Board. As a member of the board, a board volunteer is a trustee of the community and is responsible for the effective governance of the organization. Each board member is responsible for considering and deciding upon matters of organization policy, programs and expenditures. Trustees of the board collectively exercise full authority over all aspects of the library’s operations.
Requirements
Requirements for membership include:
Functions and general duties:
The collective responsibilities and functions of the board members are as follows:
A: Policy Governance
B: Program Governance
C: Personnel Governance
D: Financial Governance
E: Advocacy
Town of Grimshaw Library Board Policy
Subject: Board Meetings
Policy: 3C
Reviewed & Approved: June 20, 2022
1. Meetings shall be conducted according to a consistent accepted standard
2. There shall be a minimum of nine meetings annually
3. Meetings shall be held the third Tuesday of each month, unless otherwise determined
4. A quorum shall be a majority of the membership of the Board
5. Employee salaries and benefits shall be reviewed at the fall meetings. (4A)
6. The budget will be approved at the October or November meeting, and submitted to the Grimshaw Town Council for approval for local appropriation.
7. Board adoptions shall be made in the following format:
Town of Grimshaw Library Board Policy
Subject: Board Terms
Policy: 3D
Updated & Approved: Sept. 17, 2018
Reviewed & Approved: March 18, 2019
1. The board shall elect its officers from the members of the board at the December organizational meeting.
2. Officer of the Board and their duties shall be:
Chair:
Vice-Chair
Secretary
3. Signing Authority:
4. The Board will appoint, from its members, such committees as it may deem necessary and define the functions of such committees.
Town of Grimshaw Library Board Policy
Subject: Board, Orientation of New Members
Policy: 3E 2004
Date Reviewed: October 6, 2009
Reviewed & Approved: March 18, 2019
1. Upon appointment to the Board a member shell receive a binder containing:
2. Early in new members’ term, the library manager shall conduct an orientation tour explaining procedures and regulations of the library
3. Each board member is encouraged to attend a trustee workshop within the first 2 years of being on the board
Town of Grimshaw Library Board Policy
Subject: Board, Honoraria and Remunerations
Policy: 3F
Date Approved: October 6, 2009
Reviewed & Approved: March 18, 2019
1. An honorarium shall be paid to each board trustee attending a regular board meeting, to be paid at the organizational meeting.
2. Any library related meetings attended must receive prior approval from the Board. The Board shall cover expenses incurred according to a schedule set at the Board’s annual meeting
3. Travel expenses will be paid as budget allows. Board trustees are encouraged to travel in one vehicle
Town of Grimshaw Library Board Policy
Subject: Board, Code of Ethics
Policy: 3G
Date Approved: November 2004
Reviewed & Approved: March 18, 2019
Library boards exist to develop, promote and monitor library services as a public trust. To this end, library board trustees should be committed to the following principles:
1. The primary goal of public library board trustees is to ensure that the public has access to the highest quality of library services possible.
2. Members should ensure that each person has access to the most complete library service possible compatible with equal service to others. Where limitations in service are unavoidable any inherent inequality or service should favour those residents least able to obtain alternate service.
3. Library board trustees should observe ethical standards with truth, integrity and honour
4. Board trustees should respect the establishment structure of the library
5. Board members are expected to take responsibility for their personal development through continuing education opportunities and participation in provincial and national library organization.
6. Trustees should support intellectual freedom in the selection of library material
We acknowledge the Louisiana Trustees of Public Libraries, whose code of ethics was used as a model in drafting the ALTA version.
Town of Grimshaw Municipal Board Policy
Subject: Board, Finance and Fundraising Committee
Policy 3H
Date Approved: October 6, 2009
Reviewed & Approved: March 16, 2019
Purpose:
Structure
Reporting
Frequency
Goals
Town of Grimshaw Library Board Policy
Subject: Board, Marketing, Advocacy and Programming Committee
Policy: 3I
Date Reviewed: October 6, 2009
Reviewed & Approved: March 18, 2019
Purpose:
Structure
Reporting
Frequency
Goals
Town of Grimshaw Library Board Policy
Subject: Board, Personnel and Policy Committee
Policy: 3J
Date Approved: October 6, 2009
Reviewed & Approved, March 18, 2019
Purpose:
Structure:
Reporting:
Frequency:
Goals:
Framework Policies: clarify what the library exists to do, who the library serves, and why Governance Policies: will be consistent with provincial statues and regulations
Will clarify roles, responsibilities, and functions of the board trustees, the library manager and the staff
Will give the public a means to evaluate board performance
Operational Policies: will help to ensure uniformity and consistency in operational procedures
Will assist the board to evaluate its own operations as well as the general administration of the library
Town of Grimshaw Municipal Library Board Policy
Subject: Finance Policy
Policy: 4A 2004
Date Reviewed: October 7, 2008
Revised: January 21, 2020
1. The Library Board tenders bank accounts at the financial institution best able to meet the financial needs of the board.
2. The board may obtain a credit card with a limit of $2000.00 for library-related purchases. Signing officers of the Board and the Library Manager may use the credit card as required for purchases. Those using the credit card must follow the purchasing policy listed in point 8 below.
3. Any three of the following; the board chairperson, vice-chairperson, treasurer, secretary and library manager shall be appointed signing officers for the board. Any two are required to sign for all financial expenditures.
4. The fiscal year of the Library Board shall be January 1 to December 31.
5. The Finance Committee or the committee of the whole is responsible for drafting, with the assistance of Library Manager, an annual budget to be presented and approved by board motion at the October or November meeting and submitted to the Grimshaw Town Council for approval.
In accordance with the Alberta Libraries Act:
SECTION 7 8(1)
The municipal Board shall before December 1 in each year prepare a budget and an estimate of the money required during the ensuing fiscal year to operate and manage the library.
SECTION 7 8(2)
The budget and the estimate of money shall be forthwith submitted to the council of the municipality
SECTION 7 8(3)
Council may approve the estimate under subsection (1) in whole or in part.
6. The latest financial information shall be available at every regular meeting. Quarterly financial statements with year to date revenue, and expenditures, shall be prepared, and presented to the Board.
7. The Library Manager is authorized to administer funds according to the budget approved by the Board. Expenditures over $5000, expenditures outside the scope of the approved budget will require prior approval of the Board by board motion.
8. The Grimshaw Municipal Library shall keep distinct and regular accounts of its receipts, payments, credits, assets and liabilities. Those accounts shall be kept in accordance with generally accepted accounting principals. The accounts will be recorded on a QuickBooks program and the Board will purchase payroll services through QuickBooks. An independent auditor approved by the Board at its organizational meeting shall audit the accounts for each fiscal year. The auditor must meet the approval of town council and the name of the auditor be submitted to Municipal Affairs. The auditor shall prepare annual financial statements for the application of the annual Library Operating Grant under The Municipal Affairs Grant Regulation. The audit shall take place prior to May 31 of the year following the year under audit. All financial statements shall be retained permanently (see 8A)
9. Northern travel allowance is paid at a rate of $250.00 per month for full time employees and calculated per percentage for part time employees, which is included in regular pay.
10. The Board will reimburse staff and board members for library expenses incurred using a personal method of payment that are related to:
11. Expenses that may be claimed include:
i. Mileage for work-related travel in the claimant’s personal vehicle. Mileage shall be paid at the current rate set at the Board’s organizational meeting in December. Gasoline for the claimant’s personal vehicle is not eligible for reimbursement.
12. All staff reimbursements must be approved in advance by the Library Manager. All reimbursements of the library manager must be approved in advance by the board chair. All board member reimbursements must be approved by board motion. The approver may set limits on how much may be spent on a given expense for reimbursement.
13. Reimbursements shall require original receipts and a completed Library Board Expense Claim Form submitted to the appropriate approver as described in point 11, above.
14. The Library Manager may operate a petty cash account in the amount of $50.00 for a cash register float.
15. The salary grid adopted by the Board pays the Library Manager on a salary basis and staff hourly on a semi-monthly basis as set out. In the attached salary grid, the salary grid shall be reviewed at the annual budget meeting and increases may be made as budget allows.
The Town of Grimshaw Library Board is accountable for the effective management of the board’s financial resources. While the day-to-day administration of finances will be delegated to the Library manager, the Board will continuously monitor the financial status and ensure compliance with legislation by requiring regular and timely financial reports. The Board appointed Treasurer will review all financial reports and statements and report to the Board at the regularly scheduled Board meetings.
Town of Grimshaw Library Board Policy
Subject: Collection Development: Materials Selection
Policy: 5A 2004
Date Approved: January 16, 2014
Reviewed & Approved: March 15, 2019
1. The Board Trustees believe the library collection is for all residents of the community and should include materials of literary, educational, informational and recreational value.
2. Responsibility for selection of materials rests with the Library Manager, who will operate within the framework of the policies determined by the board.
3. “Selection” refers to procedures or decisions governing the addition and retention of books or other materials in the collection. It does not refer to reader guidance.
4. Materials are selected on the following basis:
5. Strong consideration shall be given to keeping a comprehensive selection of materials by Canadian authors or centered on Canadian content.
6. Priority will be given to purchasing most material through the Peace Library System, as our membership grants us better purchasing power. When needed, materials can be bought from other sources.
7. No library materials shall be excluded because of race, nationality, and political or social views of the author. In establishing this policy the Board endorses the Canadian Federation of Library Associations; Statement of Intellectual Freedom and Libraries, approved September 27, 2015
8. Since the library is a tax-funded institution, any citizen has the right to question the inclusion or exclusion of any title in the library’s collection. The Library Manager will address all complaints, concerning the selection of specific titles, only if submitted in writing using the prescribed form provided. (See attachment, 5A1 and 5A2). Citizens unwilling to accept the decision of the Library Manager may appeal to the Board.
Town of Grimshaw Municipal Library Board Policy
Subject: Collection Development: Materials Selection
Policy: 5/A 2004
Date Approved: January 16, 2014
Reviewed & Approved: March 15, 2019
5/a Attachment 1
Statement on Intellectual Freedom and Libraries
Approval History: ~ June 27, 1974 Amended November 17, 1983; November 18, 1985; and September 27, 2015
The Canadian Federation of Library Associations recognizes and values the Canadian Charter of Rights and Freedoms as the guarantor of the fundamental freedoms in Canada of conscience and religion; of thought, belief, opinion, and expression; of peaceful assembly; and of association.
The Canadian Federation of Library Associations supports and promotes the universal principles of intellectual freedom as defined in the Universal Declaration of Human Rights, which include the interlocking freedoms to hold opinions and to seek, receive and impart information and ideas through any media and regardless of frontiers.
In accordance with these principles, the Canadian Federation of Library Associations affirms that all persons in Canada have a fundamental right, subject only to the Constitution and the law, to have access to the full range of knowledge, imagination, ideas, and opinion, and to express their thoughts publicly. Only the courts may abridge free expression rights in Canada.
The Canadian Federation of Library Associations affirms further that libraries have a core responsibility to support, defend and promote the universal principles of intellectual freedom and privacy.
The Canadian Federation of Library Associations holds that libraries are a key institution in Canada for rendering expressive content accessible and affordable to all. Libraries are essential gateways for all persons living in Canada to advance themselves through literacy, lifelong learning, social engagement, and cultural enrichment.
Libraries have a core responsibility to safeguard and facilitate access to constitutionally protected expressions of knowledge, imagination, ideas, and opinion, including those which some individuals and groups consider unconventional, unpopular or unacceptable. To this end, in accordance with their mandates and professional values and standards, libraries provide, defend and promote equitable access to the widest possible variety of expressive content and resist calls for censorship and the adoption of systems that deny or restrict access to resources.
Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination.
Libraries have a core responsibility to safeguard and defend privacy in the individual’s pursuit of expressive content. To this end, libraries protect the identities and activities of library users except when required by the courts to cede them.
Furthermore, in accordance with established library policies, procedures and due process, libraries resist efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.
Library employees, volunteers and employers as well as library governing entities have a core responsibility to uphold the principles of intellectual freedom in the performance of their respective library roles.
Policy 5/a Attachment 2
Citizen’s request for reconsideration of material.
Author: __________________________________________
Title: _____________________________________________
Material Type: ___________________ Publisher (if known) ___________________
Request Initiated by: __________________________________________________
Address: ____________________________________________________________
Telephone #____________
Complainant represents: Them self ________ or Organization: ________________
Identify any other concerned group: _____________________________________
1.To what in the material do you object? Please be specific, cite pages.
2. What do you feel might be the result of reading this material?
3. For what age group do you recommend this material?
4. What would you like your library to do about this material?
5. In its place, what material of equal literary quality would you recommend that would convey as valuable a picture and perspective of our civilization?
Town of Grimshaw Library Board Policy
Subject: Collection Development: Donations
Policy: 5B 2004
Date Approved: June 1, 2005
Reviewed & Approved: June 21, 2021
Cash Donations:
Memorial Donations:
Town of Grimshaw Library Board Policy
Subject: Collection Development: Weeding and Maintaining
Policy: 5C 2004
Date Approved: June 1, 2005
Reviewed & Approved: March 15, 2019
1. The collection is evaluated regularly and material is weeded according to selection criteria and physical condition.
2. Guidelines the Library Manager may use for weeding are available in various publications. These guidelines suggest how long materials may be held in the subject area. The general criteria for weeding include:
a) Physical conditions- worn out, dirty, damaged, ragged binding, missing or torn pages
b) Subject matter- information is no longer accurate, duplication of materials in a seldom-used area, materials having outdated items or style or having been superseded by updated editions.
c) Publication or acquisition dates:
d) Usage guidelines, Library Manager determines what constitutes lack of use. Exceptions shall be made for the following:
3. Materials and other items weeded at the discretion of the Library Manager may be
Date
Employee First Name, Last Name
PO Box, RR, Street Address
City/Town, Province POSTAL CODE
Dear Mr/Ms Last Name
RE: Offer of Employment
We are pleased to offer you full-time permanent employment effective October 3, 2017 as xxxxxxxxxxxxxxxxxx with The Grimshaw Municipal Library under the following terms and conditions:
- You shall report directly to Ms. Linda Chmilar, Library Manager, and perform the duties and responsibilities as outlined in the attached job description. We may amend your duties and responsibilities and reporting relationship as changes occur to meet the operational requirements of The Grimshaw Municipal Library.
- You will be required to work the following days and hours per week:
For 8 hr workdays, there are two paid scheduled breaks in the morning and afternoon, for 15 minutes each and an unpaid lunch hour normally between
12 - 1 pm.
For 5 hr workdays, there is one 30 minute unpaid break normally taken at a time agreed between yourself and the other colleague working that day.
- The Grimshaw Municipal Library values volunteerism. This position may not be required to work overtime however; we do participate in community events to promote the library. We will encourage preparation for after hour events during regular work hours. All extended hours will be approved in advance by the Library Manager and may be eligible to be taken as lieu time at their discretion.
- Your base wage shall be $$$$ per hour less statutory deductions. The Grimshaw Municipal Library will review performance annually at which time wage adjustments will be reviewed and may be offered upon meeting performance requirements.
- You will be paid the following vacation pay each pay period on each pay cheque to reflect the following years of service:
- You will be required to submit timesheets by the payroll deadlines communicated in order to be paid on the last business day of each month by cheque. Cheques will be available for pick-up at The Grimshaw Municipal Library.
- In order to give you time to determine whether our working environment will be satisfactory to you, and for us to determine your suitability, it is agreed that the first three (3) months of your employment will be a probationary period during which time The Grimshaw Municipal Library may terminate your employment without notice at any time without cause. Your probationary period ends XXXXX.
- The Grimshaw Municipal Library currently doesn’t offer participation in a group benefits program to employees.
- The Grimshaw Municipal Library will work with you to identify training and development opportunities to maintain and acquire skills necessary to perform the responsibilities of the job. Costs for mandatory training will be reviewed and eligible to be paid by The Grimshaw Municipal Library depending on the library’s budget.
- All employees shall not disclose confidential information regarding patrons business or other employees unless authorized to do so, or required by law. Disclosing confidential information is a breach of policy and is grounds for progressives discipline including dismissal.
- Your position will be required to submit an acceptable Criminal Record with Vulnerable Sector check upon hire. The Grimshaw Municipal Library will conduct regular maintenance of the required background checks every three years to ensure employees are meeting the minimum requirements to continue working with vulnerable patrons.
- You may terminate your employment at any time in writing by giving The Grimshaw Municipal Library the amount of required notice stated in the Alberta Employment Standards Act.
- In the event The Grimshaw Municipal Library terminates your employment for cause, you shall be entitled to only the amount of your salary and vacation pay earned up to the effective date of termination.
- If The Grimshaw Municipal Library terminates your employment without cause, you shall be entitled to notice (or pay in lieu of such notice) as in accordance with the Alberta Employment Standards Act as may be amended from time to time. Upon receipt of your entitlements in accordance with the Alberta Employment Standards Act no further amounts shall be due and payable to you, whether under statute or common law.
- Upon termination of your employment, you agree to promptly return to The Grimshaw Municipal Library all of the materials belonging to the organization in your possession.
- These termination clauses apply to all positions which include promotions or transfers accepted and performed while employed at The Grimshaw Municipal Library.
To accept the offer of employment under the terms and conditions set out above from The Grimshaw Municipal Library, please sign and return a copy of this letter to Linda Chmilar, Library Manager by xxxxxxx after which time this offer of employment will expire.
Welcome to our team! We look forward to working with you.
Yours truly,
Library Manager
ACCEPTANCE
I have read and I understand this offer of employment, and accept employment with The Grimshaw Municipal Library under these terms.
_________________________ _________________________
Employee Signature Date
Town of Grimshaw Library Board Policy
Subject: Personnel, Staff Orientation
Policy: 6B 2004
Date Approved: June 1, 2005
Revised October 16, 2017
The board of the Grimshaw Municipal Library stipulates that all employees shall be given proper orientation upon commencing their employment.
1. The Library Manager or designate will supervise all staff orientations.
2. The Library Manager shall provide new staff member with the personnel section from the Grimshaw Municipal Library Board Policy Handbook.
3. Staff shall be provided with ongoing orientation through monthly staff meetings.
4. The outgoing Library Manager shall provide the new Manager with up to four weeks of orientation regarding procedures and duties involved with the management position, if it is feasible.
Town of Grimshaw Library Board Policy
Subject: Personnel, Terms of Employment
Policy: 2D 2004
Date Approved: February 8, 2011
Revised: October 16, 2017
General conditions of employment
Salaries and wages
Annual Vacation
Such vacation should be taken within the year in which it is earned and will not generally be accumulative.
Sick Leave
1. Upon completion of the three-month probationary period, the Library Manager shall be entitled to sick leave calculated from the commencement of employment and cumulative, at the rate of 1.25 days per month, up to a total of 20 days, with a medical certificate to be produced if leave is extended past three days. Day meaning Library Managers regular working days.
a. Leave credited for this purpose may be taken by an employee for illness and deducted from the accumulated sick leave credit.
b. Where an employee received wages or salary while unable to work due to the act or negligence of a third party in circumstances where that employee may be entitled by law to recover his/her wages or salary from that third party by legal action, settlement or otherwise, the Board and where applicable, its insurers shall be subrogated to the right of the said employee to recover said wages or salary.
2. An employee who is absent from work without prior authority shall communicate the reasons of his/ her absence to the Library Manager within one hour of the commencement of his/her shift. When an employee is unable to contact the Library Manager within the time limit specified he/she shall do as soon as possible and with an explanation for the delay in advising earlier.
3. An employee taking sick leave shall produce a certificate from a qualified medical practitioner, if requested by management, and in any event shall produce a certificate from a qualified medical practitioner for time taken in excess if three consecutive days.
4. When a Library Manager is granted a leave of absence without pay and returns to the service to the Library on expiration of such absence, he/she shall not receive sick leave credits for the period of absence, but shall retain his/her accumulated credits, if any, existing at the time of such leave being granted.
5. Sick leave without pay may be granted at the discretion of the Library Manager or Board Chairperson to any employee who does not qualify for sick leave with pay, or who is unable to return to work at the termination of the period for which sick leave with pay has been granted.
6. Upon an employee giving the Library notice of termination, no sick leave benefits shall accrue to such employee thereafter.
7. No re-instatement of sick leave will be granted to an employee who voluntarily leaves the Library’s employ and is subsequently re-hired
8. Any employee abusing sick leave entitlements may be dismissed from employment.
Leave of Absence
Compassionate Leave
Town of Grimshaw Library Board Policy
Subject: Personnel, Continuing Education
Policy: 6E 2004
Date Revised: December 13, 2021
The Board of the Grimshaw Municipal Library encourages staff to keep abreast of new library developments that will improve service, by attending meetings and taking library related workshops and courses.
General
Guidelines for meetings
Guidelines for workshops
Guidelines for courses
Town of Grimshaw Library Board Policy
Subject: Library Services: Hours of Operation for the Public
Policy: 7A 2004
Date Approved: March 20, 2017
Date revised & approved: April 19, 2021
The Library Board shall set hours of service to encourage library use by all residents of the community. Consideration will be given to the needs of our community, staffing and budget limitations when the hours are reviewed.
It is the policy of the Library Board to ensure that the library hours are consistent with the Alberta Libraries Act and Alberta Libraries Regulation 141/1998, section 17(2) (f) which requires regularly scheduled public hours of operation per week, including both daytime and evening, and/or weekend hours twelve months of the year.
The current hours of operation are as follows:
Main Branch Hours January-June & September-December
Monday Closed
Tuesday 10:00am – 4:00pm
Wednesday 10:00am – 4:00pm
Thursday 10:00am – 4:00pm
Friday 10:00am – 4:00pm
Saturday 10:00am – 4:00pm
Sunday Closed
Summer Hours: July and August
North Branch: Monday, Thursday, Saturday – 11:00am - 3:00pm
Main Branch: Tuesday, Wednesday, Thursday, Friday 11:00am – 3:00pm
The Library Manager may authorize that the library be closed on Statutory Holidays or on days when there is a power and/or equipment failure, extreme weather conditions, or a community event. As soon as it is determined that the library will be closed, the closed days must be posted so that the public is informed.
Town of Grimshaw Library Board Policy
Subject: Library Services: Circulation
Policy: 7B 2004
Date Revised: May 27, 2019
Confidentiality of client records
It is the policy of the Board to protect the privacy of the individual patron.
Interlibrary Loans
The library encourages interlibrary loan services to enhance the Library’s collection and to share the Library’s resources.
All interlibrary loan requests will be handled according to the policies and procedures set out by the Peace Library System.
Reference and Information
The Library will attempt to make available a broad selection of reference materials. Staff members, to the best of their ability, will attempt to assist patrons in obtaining requested materials.
Town of Grimshaw Library Board Policy
Subject: Library Services: Terms of Use
Policy: 7C 2004
Date Revised: May 27, 2019
Responsibility of a Card Holder
Loan of Material
Penalty Provisions
Borrower’s Refund
Procedure for Acquiring a Borrower’s Card
Library Facility
Schedule A- Fee Schedule
The fee structure for memberships for one year shall be as follows:
Family/Group $40.00
Adult $25.00
Seniors (65+) $15.00
Youth (18 and under) $10.00
Schedule B- Loans Periods
The loan period of Library materials that circulate shall be as follows:
3 weeks on all material
Renewals - 2 times only
Schedule C- Penalty Schedule
1) All materials overdue will be 25 cents per day per item to maximum of $10.00
2) All library resources that are overdue 8 weeks (56 days) are assumed to be lost. If the item goes to lost (Polaris report), notice is sent to patron.
Charges shall be made as follows:
3) Library resources that are damaged or soiled beyond repair will be treated the same as if it were “lost”. Damaged items- the patron’s pays full price for the item.
4) Routine for carrying Section (2) may involve the following
Schedule D- Revoking Borrower’s Card
1. The Library Manager may restrict borrowing privileges of any borrower when the borrowers has:
2. The maximum penalty on conviction for an offense under The Libraries Act, RSA 2000, c.L-11, s.41 is $500.00 and or six months imprisonment, as provided by s.787 (1) of the Criminal Code of Canada, RSC 1985 c. C-46
Town of Grimshaw Library Board Policy
Subject: Library Services: School Hours of Operation
Policy: 7D 2004
Date Approved: March 20, 2017
Date Approved: September 14, 2020
The Library Board shall set hours of service to encourage library use by all residents of the community. Consideration will be given to the needs of our community, staffing and budget limitations when the hours are reviewed.
It is the policy of the Library Board to ensure that the library hours are consistent with the Alberta Libraries Act and Alberta Libraries Regulation 141/1998, section 17(2) (f) which requires regularly scheduled public hours of operation per week, including both daytime and evening, and/or weekend hours twelve months of the year.
The current hours of operation are as follows:
Main Branch Hours: September - December & January - June
Monday 9:00am – 4:00pm
Tuesday 9:00am – 4:00pm
Wednesday 9:00am – 4:00pm
Thursday 9:00am – 4:00pm
Friday 9:00am – 4:00pm
Saturday Closed
Sunday Closed
The Library Manager may authorize that the library be closed on Statutory Holidays or on days when there is a power and/or equipment failure, extreme weather conditions, or a community event. As soon as it is determined that the library will be closed, the closed days must be posted so that the public is informed.
Town of Grimshaw Library Board Policy
Subject: Library Services: Internet Access and Use
Policy: 7E 2004
Date revised and approved: May 27, 2019
The Grimshaw Municipal Library does not restrict access to and has no control over the nature and accuracy of the information accessed through the Internet and cannot be held responsible for its content.
As is the case with other library materials, parents, legal guardians and caregivers are responsible for their children’s use of the Internet.
Town of Grimshaw Library Board Policy
Subject: Library Services: Programming
Policy 7F 2004
Date Approved: May 16, 2021
1. All programs shall reflect the Library’s goals and promote its use. They must be well planned and cost effective. We should avoid duplicating what other agencies in our community have in place. Each program should directly or indirectly offer the library a link to the community and/or achieve a library objective. Once it has been determined that the program meets library goals, every effort must be made to promote the programs effectively.
2. Program format and content will be planned by the Library Manager and Program Coordinators. Yearly and monthly program plans do not preclude special events or spontaneous ideas, which may initiate short programs.
3. Careful planning is necessary for program success. Consideration must be given to the demands a program may create, through the program itself and the subject matter it covers, and how the library may accommodate with staff and resources.
4. The library may draw on its own staff, community residents and an outside agency or organization when implementing programs.
5. Each program, will be evaluated for its relevance and effectiveness. This evaluation should be made by those staff members directly involved with the program. Results of these evaluations will be noted for future programs and included in the Library Monthly Report.
6. The Library may provide online forms or electronic communication for facilitating program registration or submitting requests. These forms will require some user person information. The Library will gather only the personal information necessary to facilitate the registration and the person information will not be used for any other purpose. Personal information provided to library staff through any other electronic communications, such as email, text, will be used only to facilitate the request submitted.
7. Attendance at the library constitutes permission to use photographs for recordings, promotional and reporting purposes. Attendees should speak to library staff in advance if they do not wish to have photographs of themselves taken and/or posted on library social media formats.
Town of Grimshaw Library Board Policy
Subject: Confidentiality
Policy: 8A 2004
Date Approved: May 3, 2006
Date approved: Sept 20, 2021
Library board members, staff and volunteers will only collect patrons’ personal information when it is required for the purposes of delivering public library service and supports the individual’s right to privacy and recognizes the confidential nature of the personal information gathered by the library.
Library board members, staff, and volunteers are subject to the Freedom of Information and Protection of Privacy Act (FOIP) and the Alberta Library Act.
Staff and volunteers are to keep confidential the reading and viewing habits of individual patrons.
Occasionally names and photos are collected by staff, volunteers, or local media to highlight achievements or successful events in relation to the library.
User records are not to be used to identify or discuss the types of materials used by individual patrons, the number or character of questions asked, or type of electronic searches made.
Access to a borrower’s own records will be granted upon request.
Library staff, board members, and volunteers will not disclose a patron’s personal information to a third party without the individual’s consent, except:
Records are stored on a database shared by member libraries in the Peace Library System, therefore user records may be accessed by other Peace Library System libraries’ staff if required, for the purpose of collecting fines and retrieving borrowed materials.
Personal or otherwise sensitive documents shall be shredded or torn into small pieces and distributed over more than one garbage container when disposed of.
Storage of physical files is to be kept to the legal minimum consistent with efficient operation of the library and the preservation of a meaningful historical record of the Grimshaw Municipal Library.
Decisions as to where to store records shall be made keeping in mind confidentiality, security and implications of possible loss.
Any requests for access not covered by this policy shall be presented to the Board by the Library Manager with comments or recommendations. The Board will permit or deny the request but the Board’s decision must be in accordance with the FOIP Act.
Record Management of all Library Records is set out in greater detail in the Record Management Policy 8/B. This policy designates the Library Manager as the person in charge of Freedom of Information Protection.
Town of Grimshaw Library Board Policy
Subject: Records Management
Policy: 8B 2004
Date Revised: December 13, 2021
Purpose: This policy presents Board criteria for the retention, storing and purging of library records, designates Grimshaw Municipal Library FOIP head and sets out Grimshaw Municipal Library Personal Information Banks.
Policies: The Library Manager is designated FOIP head of the Library. The Library Manager will maintain adequate records to compile monthly and annual activity reports. The storage of files is to be kept to the legal minimum consistent with efficient operation of the library and the preservation of meaningful historical record of the Grimshaw Municipal Library. Where records are deemed to be vital, the confidentiality or security of the files and the implications of their possible loss or destruction should be taken into account when making decisions to where to store them. With the expectation of those materials obtained or documented for the express purpose of public use, the records of the Library are confidential and may be accessed only with permission of the Board. No fee is required for the FOIP requests at present.
User records are confidential unless subpoenaed by law.
Retaining Procedures: The Library Manager will determine the best method of retaining necessary records of the Library. This procedure will address the following issues:
Discard Procedures: Administrative files shall be purged annually and records moved, archived or destroyed as appropriate.
The Library Manager will ensure that this method is carried out. The Library Manager will present all request of access to the Library’s confidential records to the Board together with any comments or recommendations.
Storage of Records: Essential records of the Grimshaw Municipal Library shall have special protection and be retained. The following are deemed essential records:
Other documents are maintained in administrative or employee work areas.
Purging of Records: Administrative files shall be purged annually and records moved, archived or destroyed appropriately.
Staff is responsible for maintaining of their own current and working files. Any necessary or significant records received by any member of the staff shall be retained as administrative or essential files, with copies only in working files.
Town of Grimshaw Library Board Policy
Subject: Library Operations: Patron Complaints
Policy: 9A 2004
Date Approved: May 27, 2019
1. If a patron wishes to complain to the Board about any matter it must be in writing, addressed to the board.
2. The Board’s decision in such matters shall be final and not subject to appeal.
Town of Grimshaw Library Board Policy
Subject: Library Operations: Denial of Access to the Library
Policy: 9B 2004
Date Approved: May 27, 2019
Town of Grimshaw Library Board Policy
Subject: Library Services: Unattended Children
Policy: 9C 2019
Date Approved: May 20, 2019
The Grimshaw Municipal Library is dedicated to providing a safe, welcoming environment that is accessible, inclusive and comfortable in which all residents and visitors may meet and interact. Families with young children are encouraged to use and enjoy the library’s facilities, resources, services and programs so long as they do so with respect of others who use our public facility.
Library staff cannot care for, nor assume responsibility for, children who are left unattended in the library. Parents are advised to exercise the same caution with their children as they would in any other public setting. Responsibility for the well-being and behaviour of children who use the library rests with the parent, legal guardian or caregiver.
The following rules are generally defined based on the child’s age; maturity and self-directed behaviour including the ability to accurately recite or produce contact information for a parent, legal guardian or caregiver:
Disruptive behaviour will not be tolerated; parents, guardians or caregivers will be contacted to immediately pick up their child. If the parent, guardian or caregiver cannot be reached within 30 minutes the RCMP may be notified that we have a disruptive unattended minor.
Under no circumstances will library staff transport or take a child away from the library facility. If a child remains in the library after the posted hours of operation library staff will respond according to procedure. Every effort will be made to contact the parent, guardian or caregiver.
Town of Grimshaw Library Board Policy
Subject: Library Operations: Pandemic Policy
Policy: 9D
Date Approved: June 21, 2021
The Grimshaw Municipal Library will follow government authority directives regarding a pandemic.
It is the responsibility of management to implement these directives and communicate library safety policies and procedures to employees and the public.
In the event of a pandemic, the Library Manager has the authority to temporarily modify all operations, including open hours, staffing levels, and services offered. The Library Manager will inform employees when access to the library facility will be controlled and limited. Return to the workplace and re-opening to the public will be decided and communicated by the Library Manager.
All employees will ensure they understand and comply with infection prevention policies and practices in the workplace. All employees are required to be vigilant of their own health during a declared pandemic. Employees with symptoms, as well as those who have no symptoms but think they may have been exposed, must inform the Library Manager immediately.
When a pandemic has been declared, flexible work shifts and/or working remotely may be assigned to employees. If necessary, employee layoffs will be decided and announced by the Library Manager after consultation with the Board.
The Library Manager shall endeavor to maintain and keep the board informed of developments as they occur.
COVID-19 Handling of Library Materials
In accordance with the Alberta Government “COVID-19 Information: Guidance for Libraries: their most current document, the Grimshaw Municipal Library will be taking increased measures to ensure the safe handling of Library materials.
Town of Grimshaw Library Board Policy
Subject: Emergency Procedures
Policy: 10A 2004
Revised & approved: October 18, 2021
Library Manager Responsibilities
Library Evacuation
For use in a situation where patrons/students are in danger and must be relocated to a safer location. Examples of situations may include:
Isolation - Lockdowns
For use in a situation where there is a threat of violence or other crisis occurs inside or outside the facility and if moving around or an evacuation would be dangerous. This type of event is not identified through the activating of the fire alarm, but through an announcement on the P.A. system identifying the type of event.
Lockdown
This section includes the following Roles and Responsibilities:
Facility Staff
Includes the following: The Mile Zero Regional Multiplex, Grimshaw Municipal Library, Holy Family Catholic School and Grimshaw Public School.
Site Incident Commander (SIC)
The Director of Community Services, Principals, Library Manager or their designate; this individual oversees their area within the facility during an emergency, working in concert with the EIC and respective Senior Administrations.
Overview:
Library Evacuation:
The Library Manager and employees of the Grimshaw Municipal Library are committed to providing a safe facility and workplace. In case of Emergency please follow the following procedures so that we can continue to keep everyone safe.
Potential Emergencies: The following have been identified as potential emergencies:
Emergency Procedures: If one of the above emergencies occur, follow these steps:
Town of Grimshaw Library Board Policy
Subject: Policy on Policies
Policy: 11A 2004
Date Approved: June 1, 2005
Date Reviewed: December 13, 2021
1. New policy may be presented at two successive meetings prior to adoption by motion. Or by special motion and with entire Board in attendance and agreement, two readings may be taken at one meeting.
2. Policy may be reviewed by addition and/or deletion.
3. Policy may be reviewed annually.
Vision: Connection for everyone.
Mission: To provide a welcoming environment for people to enrich their lives through information, education and entertainment.
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