The Grimsby Public Library Board

Town Council appoints a 10-member board to govern the Grimsby Public Library. The board is responsible for making policies for the operation of the library, obtaining appropriate funding for library materials, services and programs, and for promoting the library in the community. The board members volunteer for a four-year term that runs concurrent with the term of Town Council. For more information, please email the Chief Librarian, or call her at 905-309-2065. The Grimsby Public Library Board operates under the authority of the Ontario Public Libraries Act R.S.O. 1990, chapter P.44 and obeys the Grimsby Public Library Board procedural by-laws

Strategic Plan

The Grimsby Public Library's Strategic Plan outlines key goals and objectives for the period of 2022 to 2025. The Strategic Plan will help ensure that the Library continues to evolve and keep pace with our growing community.

Mission

Inspiring lifelong learning by providing support and resources to enrich and connect our community.

Vision

Integral to the fabric of our community, an evolving destination for literacy, learning and leisure.

Values:

  • Community Outreach and Library Advocacy: We strive to offer valuable services and raise awareness of the place of connection that libraries create in the community.

  • Responsive and Responsible Service: We recognize and adapt to the unique needs within our community.  We are committed to delivering flexible, environmentally responsible resources, programs, and services that help everyone use the library in an accessible way.

  • Intellectual Freedom: We uphold the library’s commitment to Intellectual Freedom as presented in the Canadian Federation of Library Association’s Statement on Intellectual Freedom and Libraries. 

  • Diversity, Equity and Inclusion: We advocate for the rights of individuals, striving to create a safe, respectful and welcoming environment.  We commit to learning and development through ongoing training.

  • Literacy, Learning and Innovation: We are committed to providing the space, access and resources necessary to nurture life-long learning through materials, information, technology and programs.  We strive to foster the joy of reading at every age.

Strategic directions

The following are the Grimsby Public Library's three main strategic directions for the period of 2022 to 2025.

 Strategic Direction One: Inclusivity

Objectives:

  1. Invite and encourage training and programming reflecting diverse voices 

  2. Provide respectful and accessible communications

  3. Alleviate barriers: ensuring the library is a welcoming space 

  4. Ensure collections, programming and services are continually audited through a lens of diversity, equity and inclusion

 Strategic Direction Two: Community Engagement

Objectives:

  1. Increase brand awareness through community partnerships, outreach and media exploration 

  2. Create a culture of philanthropy and advocacy
  3. Inspire a lifelong journey of learning, literacy and leisure within the community and spark the joy of reading at all ages

  4. Encourage volunteerism

 Strategic Direction Three: Innovative Service

Objectives:

  1. Cultivate multipurpose spaces

  2. Investigate ways to expand physical and digital offerings within our growing community

  3. Make decisions guided by environmental sustainability 

  4. Build a culture of flexibility, so the library can meet diverse and evolving needs of our patrons and community

If you would like to provide feedback or have questions about our current Strategic Plan, fill out our feedback survey.

Board policies, reports and board members

The dropdown menus below contain the Grimsby Public Library's policies and reports.

Annual Reports
 2020
 

2020 Annual Report (PDF) 

Please note: An accessible version is available upon request. 

 

Check out the digital version of our Annual Report on our Instagram! 

 2019
 

Grimsby Public Library 2019 Annual Report

Enriching lives, connecting community, inspiring discovery

The Grimsby Public Library Board retained three members from 2015-2018 and added seven new members. The work of the board is invaluable to the Library’s mission of enriching lives, connecting community, inspiring discovery.

Library Board:
  • Chair: Alyssa Seul

  • Vice-Chair: Cindy Napper,

  • Past Chair: Gordana Mosher

  • Carrie deRoo

  • Joanne Gaulton

  • John Hickson

  • Ruth Moffatt

  • Cindy Napper

  • Renee Rebelo

  • Councillor Dorothy Bothwell

  • Councillor Randy Vaine

  • C.E.O. and Chief Librarian Kathryn Drury

Return on investment

For every dollar spent on library services, the community receives $6+ in value through library collections, services and programs. 

Expenditures

The library's expenditures in 2019:

  • Library Materials: 12%

  • Wages, Salaries & Benefits: 61%

  • Operations: 25%

  • Transfer to reserves: 2%

Funding sources

The library's funding sources in 2019:

  • Municipality: 85%

  • Library generated: 8%

  • Donations: 1%

  • Grants: 4%

  • Development charges: 2%

Quick facts

158,000 visitors checked out over 233,000 books, DVDs, magazines, e-books, audiobooks and more. Library staff helped library patrons with their queries from technology to what to read next, keeping everyone informed, entertained and connected.

Collections

The Library features a collection of over 52,000 books, magazines and audiobooks. 6,127 new items were added to the library’s collection in 2019. Digital collections have taken on increasing importance for the library. hoopla connects patrons to free music, movies, ebooks and eaudiobooks. The Grimsby Newspaper Index features fully digitized copies of the Grimsby Independent from 1885-1949. cloudLibrary grew in popularity as well by providing a rich collection of both ebooks and eaudio.

Programs:

In 2019, 14,202 people attended 1196 programs featuring authors, guest speakers, discussion groups, movies, early literacy programs and STEM programs. Programs are designed to fulfill our vision statement: “Fostering innovation and creating connections, the Grimsby Public Library is a vital and accessible destination for culture, technology and relevant 21st century literacies.”

The library benefited from the hard work of volunteers donating 1164 hours of their time to help with programs, special events, and library planning. Thanks to all our volunteers, sponsors and benefactors for their generous support.

Celebrating literacy

The Library had several successful literacy events in 2019 that drew hundreds of visitors: Author Visits with Patricia Storms and Lisa Dalrymple, Phelps Homes Family Literacy Day and Building Literacy Fair, Ontario Public Library Week and the Grimsby Author Series.

Grants

Grants were received from Young Canada Works and Canada Summer Jobs to employ Grimsby youth to assist with our popular R.E.A.D. summer literacy-tutoring program and our annual Summer Reading Club that encourages children to continue to read all summer long.

The library received a grant from Employment and Social Development Canada to fund the addition of visible alarms in all public washrooms in the Grimsby Public Library and Art Gallery.

These visible alarms allow those who are deaf or hard of hearing to be alerted to emergency situations requiring evacuation of the facility.

Services

The Grimsby Grows Seed Library continued to support local gardeners by distributing 1,135 free seedlings and seed packages. Visiting library staff and volunteers delivered 1,100 books to community

facilities and homebound patrons. Interlibrary staff worked to bring in 715 books and audiobooks from other libraries in the province to fulfill patron requests.

Audited financial statements

Please contact the library to request our audited financial statements.

Board meetings

Find board meeting agendas and minutes on the Town of Grimsby website.

Library Board meetings are open to the public. The Library Board usually meets at the Grimsby Public Library on the second Wednesday of each month from September to June at 6:30 p.m.

Check the town calendar for upcoming Library Board meetings. Filter your search by selecting "boards" under the "View by category" section.

Board members
  • Alyssa Seul – Board Chair
  • Gordana Mosher – Past Chair

  • Deirdra Burke
  • Carrie deRoo

  • Hannah Skinner
  • Joanne Gaulton

  • Lichee Guo
  • Ruth Moffatt

  • Councillor Kevin Ritchie
 Library policies
Accessibility policy

Policy Number:

O-12-12

Approval Date:

November 14, 2018

Effective Date:

November 14, 2018

Review Date:

November 2020

Notes:

  • Approved: November 14, 2012

  • Revised: November 13, 2014

  • Revised: November 9, 2016

  • Revised: November 14, 2018

Purpose

The Grimsby Public Library is committed to the independence and integration of persons with disabilities and all who live, learn, work, plan, and invest in our community. This policy is intended to meet the requirements of the Accessibility for Ontarians with Disabilities Act, (AODA) 2005 and all related standards and regulations introduced under this legislation, ensuring that persons with disabilities are provided equal opportunities and an excellent standard of service.

Definitions

For the purposes of this policy:

Accessible

Accessible means capable of being entered or reached, approachable; easy to get at; capable of being influenced; obtainable; easy to understand or appreciate.

Barrier

Barrier means anything that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or practice; “obstacle” (AODA, 2005). 

Customer

Customer means a person who buys, receives or uses goods or services.

Disability

Disability means:

  1. “Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device.
  2.  a condition of mental impairment or a developmental disability
  3. a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language,
  4. a mental disorder, or
  5. an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997; (“handicap”)”(AODA, 2005)

Planned Service Disruption

Planned Service Disruption means a scheduled shutdown or closure of a library facility, program or service which may result in a reduction or change to a service level.

Service Animal

Service Animal means an animal is a service animal for a person with a disability:

  1. if it is readily apparent that the animal is used by the person for reasons relating to his or her disability, or
  2. if the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability O. Reg. 429/07, s. 4 (9).
  3. a dog trained as a guide dog for a blind person and having the qualifications prescribed by the regulations under the Blind Persons’ Rights Act.

Support Person

Support person means a person who accompanies a person with a disability in order to assist him or her with communication, mobility, personal care or medical needs or with access to goods or services.

Service Interruption

Service disruption means a scheduled or unscheduled shutdown or closure of a library facility, program or service which may result in a reduction or change to a service level.

Guidelines

The Library will comply with Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and the regulatory standards pertaining to customer service, employment, transportation, information and communications, and the built environment.

The Library will make every reasonable effort to ensure that services, programs, and premises are accessible. The Library will participate in the Town of Grimsby’s Accessibility Plan and implement the Plan to ensure compliance with current AODA standards. The Library will also make every effort to communicate with customers in a manner that enables the use of services, programs and our premises.

Customer Service

Assistive Devices

The Library will encourage the use of personal assistive devices by persons with disabilities to access the library’s collections, resources, facilities and services.

Exceptions may occur in situations where the Library has determined that the assistive device may pose a risk to the health and safety of the person with a disability or to the health and safety of others on Library premises.  In these situations, the Library may offer a person with a disability other reasonable measures to assist him or her in obtaining and using Library services, where the Library has such other measures available.

It is the responsibility of the person with a disability to ensure that his or her assistive device is operated in a safe and controlled manner at all times.

Service Animals

Persons with disabilities are permitted to be accompanied by their service animals and keep those animals with them in areas that are open to the public when accessing Library resources, services and facilities, unless otherwise prohibited by law.

In the event that a service animal is prohibited from the premises, the Library will ensure that other measures are available to enable the person with a disability to obtain, use or benefit from the Library‘s resources, services or facilities.

If it is not readily apparent that the animal is a service animal or a guide dog, Library staff may ask the person for confirmation of the animal‘s status, as outlined by the definition of a service animal.

Service animals must be supervised by their owners and kept in control when used to access the Library‘s resources, services and facilities. 

Support Persons

The Library will encourage the inclusion and access of support persons accompanying people with disabilities, when accessing Library resources, services and facilities.

A support person, when assisting a person with a disability to obtain or use Library services, will be permitted to attend at no charge where an admission fee is required.

The Library may deem it necessary to require a support person for a person with a disability in order to protect the health and safety of that person or of others on the premises.  This will occur after consultation with the person with a disability and when it is the only means to allow the person with a disability to access the Library’s resources, services or facilities.

Service Disruptions:

The Library will provide reasonable notification of all service interruptions to facilities, services or systems that may affect people with disabilities in accessing the Library’s resources, services, or facilities.

Notice will include information about the reason for the disruption, its anticipated duration and a description of alternative facilities, services or systems that may be available.

Notice of the disruption will be provided in advance whenever possible.  In the event of an unexpected disruption, notice will be provided in as timely a manner as possible.

Availability of Documents

The Library will make available information about the provision of customer service for people with disabilities and the Library’s accessibility policy, resources and practices on the Library’s website and in alternate formats upon request.

The Library will make reasonable efforts to respond to requests for documents in alternate and accessible formats in a timely manner.

Training

The Library will provide training on AODA legislation and all mandatory, province‐wide standards, and best practices.  The Library will also maintain records of the training provided.

The following individuals will receive training on the topics outlined in the regulation:

  • Staff, volunteers, agents/contractors and any other individuals who interact with the public or other third parties on behalf of the Library; and
  • Staff, volunteers, agents/contractors and any other individuals who participate in the development of Library policy, practices and procedures governing the provision of resources and services to members of the public.

The training will include the following topics:

  • A review of the purposes of the AODA and the requirements under Ontario Regulation 429/07;
  • How to interact and communicate with people with various types of disabilities;
  • How to interact with people with disabilities who use assistive devices, service animals, or support persons;
  • How to use the equipment or assistive devices available on the Library‘s premises;
  • What action to take if a person with a particular type of disability is having difficulty accessing resources and services; and
  • The Library‘s customer service policies, practices and procedures governing the provision of resources and services to people with disabilities.

Feedback

The library has developed the following feedback and response process to ensure equitable and accessible services to all customers.

Any questions, concerns or comments regarding the Library’s provision of resources and services to people with disabilities should be directed to:

 

Kathryn Drury

CEO and Chief Librarian

Grimsby Public Library

18 Carnegie Lane

Grimsby, ON   L3M 1Y1

905.945.5142 X2065

kdrury@grimsby.ca

 

Comments are welcomed in person, by telephone, in writing, or via email.  Reasonable efforts will be made to provide initial response to queries within five (5) business days.

Accessible Workplace

The following requirements apply only to employees of the Grimsby Public Library and do not extend to volunteers.

Recruitment

Provides equality of opportunity for employment without discrimination, consistent with the Ontario Human Rights Code, Pay Equity Act, the Employment Standards Act and the Ontarians with Disabilities Act, provided that he/she can comply with the bona fide job requirements, and can fulfill the essential duties of the position. Reasonable efforts will be made to accommodate the needs of the person. The Library will provide written notification to employees and the public of the availability of accommodations for persons with disabilities, upon request, throughout the hiring process. 

The following will be included in all job postings:

Grimsby Public Library is committed to promoting the independence, dignity, integration, and equality of opportunity of persons with disabilities by ensuring the accessibility of our facilities and services. Accommodations are available for all parts of the recruitment and selection process. Applicants need to make their required accommodations known in advance.

Workplace Accommodations

 The Library will inform all employees of its policies and procedures used to support employees with disabilities, including, but not limited to, the provision of workplace accommodations. In doing so, the Library will provide this information to new employees during their workplace orientation training. It is the responsibility of the employee to advise the Library of his/her need for accommodation.

 When requested, the Library will consult the employee with a disability when providing, or arranging for the provision of, accessible formats or communication supports for information related to the employee’s job performance, and information generally provided to all employees.

Workplace Emergency Response Information

Where an employee has a disability and the Library is made aware of his or her need for accommodation, an individualized emergency response plan will be developed for the employee. This will be done as soon as possible after the Library becomes aware of the need for accommodation.

If the employee who receives an individual workplace emergency response plan requires assistance, with the employee’s consent, the Library will provide the workplace emergency information to the person designated by the Library to provide assistance to the employee.

Purchasing and Procurement

The following is identified in the Grimsby Public Library Procurement and Purchasing Policy:

“As stated in the Accessibility for Ontarians with Disabilities Act (AODA) Accessibility Standard O.Reg 191/11, a designated public sector organization shall incorporate accessibility criteria and features when procuring or acquiring goods, services or facilities except where it is not practicable to do so.  As stipulated in the Town of Grimsby By-law 04

-119 use of the appropriate Procurement Accessibility Checklists shall be used where accessibility of the purchased or contracted good or service may have an impact on staff or the public.  If it is not practicable to use Procurement Accessibility Checklists as an implement to incorporate accessibility, an explanation will be provided, upon request.”

Board assessment policy

Policy Number:

O-16-19

Approval Date:

May 9, 2018

Effective Date:

May 9, 2018

Review Date:

May 2020 Notes:

  • Originally approved May 2016
  • Revised: May 9, 2018

Purpose

Board assessment is the process by which the Library Board determines how well its performance is enabling the library to achieve its goals and objectives as laid out in the Strategic Plan. A strong, vibrant Board is a clear indicator of a healthy organization. Annual assessment is intended to discover the Board’s strengths, identify knowledge and performance gaps and put in place strategies for improving performance and effectiveness.

Guidelines

The Board will monitor its own governance effectiveness in fulfilling its role and achieving strategic goals. The annual assessment process will identify key areas for improvement and options for follow-up action.

Procedure:

  1. The Board will schedule an assessment of its effectiveness on an annual basis on its annual planning agenda.
  2. The Board Chair will be responsible for managing the assessment process to allow the Board to be consistent in benchmarking its performance against governance best practices and focus on continuous improvement in the following areas of responsibility:
    • Board Organization
    • Board Performance
    • Planning
    • Library Management
    • Stewardship (Advocacy)
    • Community Development
    • Accountability
  3. Each Board member will be invited to provide feedback using a feedback tool covering each of the areas or responsibilities of the Board.
  4. The Board Chair will collate the feedback offered by the members of the Board and share the results at a Board meeting.
  5. The Board will use outcomes of the annual assessment to inform the development of its annual planning priorities in systematically working to achieve the library’s strategic goals.
  6. The Board may also conduct a short review of its performance at each regular Board meeting with special attention to quality of discussion and decision making. The proposed feedback tool for use in the annual Board assessment is attached to this policy (appendix A).

Appendix A

Feedback Tool – Blank charts for annual board assessment

Performance Rating Categories: (if you are unable to assess an item, leave it blank)

  • Satisfactory (S)
  • Unsatisfactory (U)
  • If Not Applicable: N/A
Examples of blank charts

Areas of Responsibility:

Table 1: Board organization feedback chart

Chart criteria determines if the Board:

  1. Reflects the community it represents
  2. Has relevant policies to support its operation
  3. Has identified appropriate Committees to help in carrying its responsibilities
  4. Has a clear succession plan to renew itself

Board organization feedback chart

Table 2: Board performance feedback chart

Chart criteria determines if:

  1. The duties and responsibilities of Board members, Chait, Committees, are clear
  2. The Board is able to achieve smooth transition from old to new through regular orientation sessions
  3. The Board supports the development of its members and of itself as a whole
  4. The Board assesses its performance on a regular basis
  5. The Board has agreed on a code of conduct relating to Board decorum, Confidentiality, Decision making process, Conflict resolution and Speaking with one voice
  6. The Board has effective meetings
  7. The Board has effective chairmanship

Board performance feedback chart

Table 3: Board planning feedback chart

Chart criteria determines if the Board:

  1. Has identified a clear mission, vision, for the Library and clearly communicates them to the staff and community
  2. Is able to assess the Community needs
  3. Has identified specific strategic directions to be achieved
  4. Oversees the preparation and presentation of a budget
  5. Is able to secure the necessary resources to carry out its responsibilities
  6. Has tools to monitor and evaluate programs and performances

Board planning feedback chart

Table 4: Library management feedback chart

Chart criteria determines if:

  1. The Board selects the CEO
  2. The Board-CEO role and responsibilities are clearly defined
  3. The Board is able to delegate responsibility 
  4. The CEO performance is appraised on a regular basis
  5. The CEO succession is addressed by the Board

Library management feedback chart

Table 5: Stewardship (Advocacy) or Governance feedback chart

Chart criteria determines if the Board:

  1. Complies with the legislative requirements
  2. Is committed to library principles and intellectual freedom
  3. Has a sound policy framework
  4. Is responsible for risk management in the following areas
    • Asset Protection
    • Liability
    • Finance
    • Health and Safety
    • Information policy
  5. Monitors policy compliance 

Stewardship (Advocacy) or Governance feedback chart

Table 6: Community Development feedback chart

Chart criteria determines if the Board:

  1. Is engaged in reciprocal dialogue with community members
  2. Has a positive relationship with the Grimsby Town Council
  3. Participates in community-wide planning process
  4. Advocates on behalf of the library
  5. Demonstrates the library's value to the community
  6. Develops and maintains connections with the broader library community

Community Development feedback chart

Table 7: Accountability feedback chart

Chart criteria determines if:

  1. Actual, potential and perceived conflict of interest is disclosed by its members
  2. The Board operates in a transparent way
  3. The Board responds to changing needs based on sound evidence
  4. The Board has adopted performance measures for its program
  5. The Board ensures that an annual report of the Library is produced

Accountability feedback chart

 

Code of conduct policy

Policy Number:

O-11-02

Approval Date:

September 8, 2021

Effective Date:

 September 8, 2021

Review Date:

May 2023

Notes:

  • Approved: October 2005
  • Revised: September 2007
  • Revised: June 2011
  • Revised: May 2013
  • Revised: May 2015
  • Revised: May 2017
  • Revised: June 2019
  • Revised: September 2021

Purpose

Everyone is welcome at the Library. The Code of Conduct has been adopted to ensure the safety, protection and enjoyment of all those using the Library. The policy will be courteously, but firmly, enforced by all Library staff. We are committed to maintaining a safe, positive and quality environment where we treat each other with respect and courtesy.

Guidelines

In order to provide the best possible experience for Library visitors, everyone must:

  • Treat each other courteously
  • Respect each other’s privacy
  • Use Library property: materials, computers, equipment and furniture, with care.
  • Follow Library rules

Everyone is also expected to:

  • Attend to and supervise children, under the age of 10, in their care as outlined in the Library’s related policy regarding the Safety and Conduct of Children in the Library.
  • Attend to personal belongings. The Library is not responsible for lost items.
  • Dress appropriately, including wearing shoes and shirts at all times.
  • Refrain from consuming food and drink near or while using library computers, portable devices or peripherals.

To be safe, please:

  • Leave the building in case of fire, fire drills or other emergencies
  • Follow the instructions of Library employees in emergency situations
  • Keep aisles, corridors, and spaces around you clear to allow safe access for all

Animals are only welcome in the Library if they are either:

  • A Registered Service animal at work, in training OR
  • Participating in a Library program organized to accommodate them.

Unacceptable behaviours include, but are not limited to:

  • Behaviour (including conduct or language) that is disruptive, abusive, harassing or threatening to Library users or staff. Anyone engaged in unacceptable behaviour will be asked to leave the building.
  • Stealing or damaging Library property will result in cancellation of Library privileges and may be subject to prosecution.
  • Being under the influence of alcohol, cannabis or illegal substances.
  • Smoking tobacco or cannabis or vaping anywhere in or around the Library and surrounding municipal property. (Regional By-law 112.2013, as amended by By-law No. 2019-52 of June 20, 2019)
  • The use of roller blades, skateboards, bicycles and scooters (excluding mobility devices) in the Library.
  • Posting notices, soliciting, or engaging in any commercial activity unless authorized by the CEO & Chief Librarian.
  • Photographing, filming or videotaping without prior approval from the CEO & Chief Librarian.
  • Children requiring supervision are not to be left unattended in or about the Library premises.

Patrons may be required to make available for inspection all bags and carrying cases.

Contravention of Policy

The Grimsby Public Library Board reserves the right to remove the privileges of any Library user found in contravention of the Grimsby Public Library Board’s policies.

Failure to comply with this Code of Conduct or other library policies may result in consequences deemed by library staff to be appropriate to the behaviour. Consequences may include a warning; a directive to vacate the premises; suspension of library privileges; prohibition from the library building and premises by way of issuing a Notice of Trespass; and/or laying criminal charges.

Appeal Process:

An appeal may be submitted, in writing, to the Chair of the Library Board for Board consideration. Only one appeal will be considered during the term of the suspension.

 

Correspondence to the Chair can be directed to:

Chair, Grimsby Public Library Board

Grimsby Public Library,

18 Carnegie Lane

Grimsby, Ontario

L3M 1Y1

Application must be made, in writing, for re-instatement of library privileges; library privileges are not automatically re-instated.

The decision of the Library Board shall be considered final. 

Collection management policy

Policy 0-11-15

Conduct, duties, and responsibilities of individual board members policy

Policy Number:

O-15-19

Approval Date:

June 10, 2015

Effective Date:

June 11, 2015

Review Date:

June 2017

Notes:

Approved May 13, 2015

Revised: June 14, 2017

Purpose

This policy sets out the obligations of individual members of the Grimsby Public Library Board and defines the manner in which Board members will fulfill their duties and carry on business with each other, with Library staff and with the Library's partners. The Board expects its members to understand the extent of their authority and to use it appropriately.

Guidelines

  1. Each Board member is expected to become a productive participant in exercising the duties of the Board as a whole.
  2. Individual members of the Library Board are responsible for exercising a Duty of Diligence as follows:
    • Be informed of legislation under which the Library exists, Board bylaws, mission, vision and values
    • Be informed about the activities of the Library and the community and issues that affect the Library
    • Be prepared for all Board meetings and attend Board meetings regularly, contribute from  personal and  professional experience, and use meeting time productively
  3.  Individual members of the Library Board are responsible for exercising a Duty of Loyalty, as follows:
    • Adhere to the regulations of the Municipal Conflict of Interest Act. R.S.O. 1990, c. M50
    • Act in the  interest of the Library members and community over and above other interest group involvement, membership on other boards, council or personal interest
    • Speak with “one voice” once a decision is reached and a resolution is passed by the Library Board
    • Represent the Library positively to the community
  4.  Individual members of the Library Board are responsible for exercising a Duty of Care, as follows:
    • Promote a high level of Library service
    • Consider information gathered in preparation for decision making
    • Offer personal perspective and opinions on issues that are subject to Library Board discussion and decisions
    • Show respect for the opinions of others
    • Assume no authority to make decisions outside of Board and Committee meetings
    • Know and respect the distinction in the roles of the Library Board with regard to governance and the employees, management and operations
    • Refrain from individually directing the Chief Executive Officer (CEO) and employees
    • Respect the confidential nature of Library service to users while being aware of, and in compliance with, applicable laws governing freedom of information
    • Resist censorship of Library materials by groups or individuals and promote intellectual freedom
  5. Board Members are expected to act in an ethical and businesslike manner. This commitment includes the proper use of authority, appropriate decorum in group and individual behavior and respect for others and their contributions to the Grimsby Public Library.
  6. Any direction to staff requiring an extraordinary use of time or resources to complete shall be approved by a majority vote of the Board or one of its Committees. All such requests shall contain a description of information to be included in the report, objectives, and due dates so that these items may be reflected in the minutes of the Board and/or Committees.  The Board and/or Board Committee Chair will ensure that all staff queries and concerns about the extraordinary direction are answered before the work is undertaken.
Display policy

Policy Number:

O-11-08

Approval Date:

January 13, 2021

Effective Date:

January 13, 2021

Review Date:

November 2023

Notes:

  • Approved: December 16, 1992
  • Revised: November 9, 2011
  • Revised: November 11, 2015
  • Revised: November 8, 2017
  • Revised: January 13, 2021

Purpose

The Grimsby Public Library provides and displays educational, cultural, and recreational materials in support of community non-profit organizations. The Library recognizes the importance of providing access to information and building a sense of community. This Display Policy serves as a guide to the permissible use of the Library for these purposes. The Grimsby Public Library Board reserves the right to refuse to display any items considered to be inappropriate and/or unsuitable for a library environment.

Guidelines

Community Information Boards and Distribution of Materials

Since space is limited, preference will be given to cultural, educational and recreational materials. All material dropped off for inclusion on the Community Information Board becomes the property of the Grimsby Public Library. The Library reserves the right to dispose of material as it sees fit. The Library does not return unsolicited material or notify a group if their material is not acceptable for any reason, including lack of space. Space permitting, the inclusion of material on the Library’s Community Information Board is subject to the following guidelines:

  • The Library displays information and materials on behalf of non-profit cultural, educational, social service and volunteer agencies serving the community of Grimsby and the Niagara Region.
  • All materials must be preapproved and placed on the bulletin boards by Library staff. Materials found posted without prior approval will be removed.
  • The posting of material by an outside group does not constitute endorsement of the group’s message by the Library Board. The Library does not necessarily support the aims or objectives of groups whose material may be on display.
  • The Library reserves the right to assess the suitability and relative importance of
  • display materials and may refuse to display some materials. Materials may be
  • refused for display based on size, poor production, incomprehensible content, or
  • content which promotes unlawful practices.
  • All materials provided for a display will be left at the owner's risk.
  • While the period of display is at the discretion of the Library, every effort will be
  • made to post material up to the dates of the advertised events.
  • Materials will be disposed of at the conclusion of the display period.
  • The Library will not display or distribute:
    • Materials that contravene the Ontario Human Rights Code, federal or provincial laws and regulations, municipal by-laws and/or Grimsby Public Library policies and procedures;
    • Materials whose primary focus and/or editorial policy is partisan or political in nature and communications from political representatives. However, political materials may be eligible when they announce community meetings or forums for discussion of community issues;
    • Faith-based materials whose primary purpose and/or editorial policy is promoting faith;
    • Materials that are primarily devoted to the sale, advertising, solicitation or promotion of commercial products or services;
    • Personal ads and notices of items for sale or rent;
    • Materials in unsuitable formats (e.g. oversized materials);
    • Fundraising or pledge forms with the exception of local community-based non-profit endeavors.
    • Information Booths & Displays

The Library permits hosted information booths as well as un-staffed displays or banners for community groups, non-profit groups, and charities. The purpose must be the sharing of information. Information booths cannot be used for commercial, political, or religious purposes.

Written requests for information booth space should be directed to the CEO/Chief Librarian, including a brief description of the host organization, time period of the display, and the purpose and content of the proposed display. Space permitting, the use of the display areas/cases by community groups is subject to the following guidelines:

  • Information Booths and Displays are booked on a ‘first come first served’ basis
  • Availability of space is subject to the needs of the Library and Art Gallery. Priority will be given to Library and/or Gallery events or displays if a scheduling conflict occurs.
  • Duration of the display or information booth is at the discretion of the library.
  • Information Booth and Display materials must be removed by the agreed upon date unless otherwise approved by the CEO/Chief Librarian.
  • Any damage caused to the display units of the Grimsby Public Library during installation or removal will be the responsibility of the group or organization using the units.
  • The Library does not accept responsibility for the safe return of materials.
  • The use of the space for display by an outside group does not constitute endorsement of the group’s message by the Library Board.
  • The Library is not responsible for loss or damage of materials.
  • The Library reserves the right to assess the suitability of the proposed booking and to refuse requests.
  • The Library will provide a designated space, table and chair. Display units, signs, promotional materials, extension cords, and all other supplies are the responsibility of the group hosting the booth.

Art Displays

All displays of Art in the Library and shared lobby area are managed by the Grimsby Public Art Gallery and are therefore exempt from the guidelines of this policy.

Petitions & Solicitation 

Solicitation by members of the public is not permitted in the Library or on Library property outside the building, either in person or by petition. Petitions originating with the Library Board or the Town of Grimsby Council are permitted, subject to approval by the CEO/Chief Librarian.

Sales

The sale of tickets or other promotional materials for fundraising or commercial purposes is not permitted in the Library, with the exception of Library Board or Town of Grimsby sponsored events. The Library will continue with the distribution and collection of donations for Remembrance Day Poppies at the Library notwithstanding the Display Policy.

Disconnect from work policy

Policy H-22-24

Employee code of conduct, performance and disciplinary action policy

Policy Number:

O-12-13

Approval Date:

October 14, 2020

Effective Date:

October 14, 2020

Review Date:

October 2022

Notes:

  • Approved: December 12, 2012
  • Revised: October 12, 2016
  • Revised: October 10, 2018
  • Revised: October 14, 2020

Purpose

The Grimsby Public Library recognizes and values each employee’s contribution to the success of the Library’s vision, mission and strategic plan and daily library operations. Employees are expected to act in accordance with Grimsby Public Library’s policies and procedures and our shared values to meet performance expectations. The Grimsby Public Library Board is proud of the services employees deliver to the public.  As public servants, Library employees must follow the highest standards of ethical behaviour in the course of their work to ensure that the Library maintains the public’s confidence and trust. The Employee Code of Conduct clarifies the Library Board’s expectations of its employees, and reaffirms the Library Board’s commitment to integrity, objectivity and professionalism in delivering services to the public.

Definitions

For the purposes of this policy:

  • “Employee” is defined as all employees of the Grimsby Public Library including Student Pages, contract employees and casual staff.
  • “Progressive Discipline” is defined as a corrective action process that consists of various levels or steps that may include a verbal warning, written warning, suspension and discharge, depending on the nature and severity of the situation.

Guidelines 

Employees of Grimsby Public Libraries will:

  • Provide courteous and consistent customer service. Library employees are expected to greet people when they enter the library, follow up with them, and inform them of available Library collections, programs and services.
  • Speak and behave in a manner that is respectful and courteous towards all persons whether a superior, subordinates, peers, contractors or Library patrons.
  • Keep confidential any information that may be learned about the Library’s affairs, the public and other employees. The Library is governed by the Municipal Freedom of Information and Protection of Privacy Act and the Ontario Public Libraries Act R.S.O.1990. The privacy of Library members must be respected at all times. Confidential information obtained in the course of carrying out their duties with the Library must never be shared or used for individual gain.
  • Take responsibility for personal behaviour and personal/common work areas: keep work areas, public desks and public spaces tidy and clear of clutter, recognizing that first impressions can have a lasting impact on public perceptions of service.
  • When stating a Library policy/procedure, explain the reason for it and offer possible options. If a question cannot be answered, request help from co-workers or take the person’s contact information and commit to getting back to them in a timely manner.
  • Not allow personal relationships to affect professional relationships.
  • Dress comfortably, but appropriately, in a manner consistent with the responsibilities of their position, to project a favourable image of the Library.
  • Be dependable and responsible by arriving for work and meetings on time, completing assigned work on schedule, being considerate of co-workers’ time and showing respect for library property and resources.
  • Respond appropriately when given constructive feedback and exhibit efforts to improve performance.

Reference and adhere to the following policies:

  • Grimsby Public Library Terms of Employment
  • Grimsby Public Library Privacy Policy
  • Grimsby Public Library Social Media Policy
  • Town of Grimsby’s Policy on the Use of Information Technology Resources and Information
  • Town of Grimsby’s Health and Safety Policies

Performance Appraisals

Initial performance appraisals will be completed at the end of the employee’s six month probationary period. Subsequent evaluations will be performed on an annual basis. All reviews will be prepared by the employee’s immediate supervisor and reviewed by the CEO/Chief Librarian (if not the employee’s immediate supervisor). Employees will also be requested to participate in a self-evaluation and goal-setting exercise at the time of their performance review. 

Performance appraisals are not intended to be used as a process for disciplinary action but to act as a coaching tool to develop and sustain exemplary staff performance.

Progressive Disciplinary Action

The Library Board expects all Library employees to conduct themselves in a professional manner in the performance of their duties.  To ensure fair and equitable disciplinary action for all library employees, the following progressive discipline process will be used to address any failure to abide by the above guidelines and related policies.

At any time during the process, the supervisor may refer the employee to the Employee Assistance Program, where appropriate. If a situation warrants immediate attention for a serious offence or violation, the library may initiate discipline at any step of the process up to and including termination. Confidentiality will be maintained throughout the discipline process except as required by law.

In all cases, a supervisor will make employees aware of a performance or behaviour problem when it occurs in order to ensure that the employee is aware of expected standards.  The progressive action process is initiated for serious situations in which policies and procedures have been ignored or contravened, or a employee’s performance fails to meet acceptable standards.

Step 1: Verbal Warning

Except in the case of serious misconduct, an informal meeting between employee and supervisor is the initial step in dealing with a job performance or conduct problem.  These meetings are intended to assist the employee in recognizing the problem in its early stages in order to achieve the expected job performance standards or conduct within an agreed-upon time frame.

Step 2: Written Warning

Except in the case of serious misconduct, should the problem continue after the time period specified in Step 1, the employee will be given a written warning.  The employee is advised that continued failure to improve the behaviour could lead to further disciplinary action including possible dismissal.

Step 3: Second Written Warning

In some cases the CEO/Chief Librarian may elect to provide a second written warning prior to progressing to suspension as stipulated in Step 4. This will be at the CEO/Chief Librarian’s discretion and will be based on the severity of the infraction. Additional coaching, training and professional guidance may be provided and the employee will again be advised that continued failure to improve the behaviour could lead to further disciplinary action including possible dismissal.

Step 4:  Suspension

Except in the case of serious misconduct, if the employee’s performance fails to improve or if there is a recurrence of misconduct, the CEO/Chief Librarian will issue a second written warning and a period of suspension without pay. The CEO/Chief Librarian will determine the need for and length of the suspension without pay. After the suspension, an interview will be scheduled to discuss the conditions of return to work. The employee is advised that continued failure to improve the behaviour will lead to dismissal.

Step 5:  Dismissal

If the employee fails to improve or if there is a recurrence of misconduct, the CEO/Chief Librarian will notify the Library Board and prepare for termination.

 

Where discipline is applied, a written notice will include: the type and details of the infraction, the corrective action required, any previous action taken to make the employee aware of the need for change or improvement, and consequence of lack of improvement. 

Grimsby Author Series policy

Policy Number:

0-14-16

Approval Date:

September 14, 2016

Effective Date:

September 14, 2016

Review Date:

September 2018

Notes:

Approved September 10, 2014

Purpose

The Grimsby Author Series is a fundraising and literacy program of the Grimsby Public Library and is therefore regulated by all Library policies and/or relevant legislation. The funds received through the Author Series, and therefore the Series’ continued success, are integral to the Library’s ongoing ability to deliver core library services to the residents of Grimsby. This policy is intended to formally identify the relationship between the Series and the Library and serve as a guide in the ongoing provision and management of the Series.

Mission Statement

The Grimsby Author Series strives to foster literacy in the community and to promote and celebrate Canadian authors and Canadian literature. The series is a special fundraising project of the Grimsby Public Library Board with all proceeds of the Author Series supporting the services, collections and programs offered at the Library.

Guidelines

Executive Steering Committee

In an effort to manage the continued success of the Series while ensuring effective communication and efficient use of Library and volunteer resources, the Author Series will be led by an Executive Steering Committee. This committee will be comprised of the following individuals and will be chaired by the CEO/Chief Librarian:

Library Board Chair

  • CEO/Chief Librarian
  • Deputy Chief Librarian
  • Administrative Assistant/GAS Liaison
  • A/V & New Media Coordinator
  • Author and Event Coordinator (Volunteer)
  • Sponsorship Coordinator (Volunteer)

Minutes of all Steering Committee meetings will be received by the Library Board.

Financial

The revenues and expenses related to the Grimsby Author Series fall within the Grimsby Public Library’s operating budget and all expenditures are managed under the guidelines of the Library’s Procurement and Purchasing Policy. Revenue is generated primarily through the sale of tickets, with supplementary revenue generated by book sales and sponsorships. Related expenses include author honorariums, room rentals, wine and food. The Author and Event Coordinator takes the author(s) to dinner prior to the event. Additional hospitality or travel expenses may be necessary for authors travelling from some distance. The expected impact on Library revenue and costs will be examined when considering the likelihood of any new Author Series venture or event.

Sponsorships

As stipulated in the Library’s Donations, Gifts and Sponsorship policy, “as an ongoing program and fundraising effort of the Grimsby Public Library, funds and in-kind gifts and services donated by sponsors and benefactors of the Grimsby Author Series are instrumental to the ongoing success of the program and will be managed under the terms stipulated in this policy”. A Sponsorship Agreement Form must be completed on behalf of all sponsors and benefactors of the Author Series prior to the printing of tickets or creation of any promotions highlighting Series sponsors. Charitable tax receipts will be provided for all cash donations in excess of $20.00, according to the CRA Charities and Giving Guidelines. Sponsors and benefactors will be recognized, at their discretion, via the website, signage and tickets and/or as stipulated in the Sponsorship Agreement Form.

Events

The regular Author Series season is comprised of six evenings, typically scheduled between September and April. These events are usually hosted outside the Library and tickets are initially offered as comprehensive packages and are sold both in the library and online. Tickets to individual Series events will only be offered for sale if packages remain unsold 5 days prior to the first series event, or at the discretion of the CEO/Chief Librarian. In addition to the regular Series Events, additional evenings are hosted throughout the year. These events may be hosted at the Library or at community venues. Tickets are sold separately and are available for purchase at the Library Service Desk. The number and frequency of these special events vary from year to year. The feasibility of such added events will be determined by the Steering Committee. Community interest, scheduling, anticipated revenues and costs will all be taken into consideration. Most Author Series events are sponsored by local wineries and include a tasting of wine for all audience members above the age of majority. The Library obtains a special events liquor license for all such events.

Volunteers

The assistance and dedication of Author Series volunteers is crucial to the ongoing success of the Series. All volunteers of the Grimsby Author Series are considered Library volunteers and are therefore regulated by the Library’s Volunteer Policy. As such, all Series volunteers are required to complete any legislated training, including the following:

  • Accessible Customer Service Training – as legislated under the Accessibility for Ontarians with Disabilities Act (AODA).
  • Those tasked with serving alcohol must have successfully completed Smart Serve training.

As representatives of both the Author Series and the Grimsby Public Library, volunteers are expected to conduct themselves in a professional and responsible manner. This is particularly relevant to those assisting at events where alcohol is being served and consumed. As with ticket holders, Author Series volunteers are entitled to a maximum of one tasting glass of wine per evening. As stipulated in the Library’s Volunteer Policy, “the Grimsby Public Library Board reserves the right to at any time and for any reason to terminate a volunteer’s relationship with the Library or make changes to the nature of the volunteer assignment”.

Inclement weather and unscheduled closure policy

Policy 0-13-15

Internet and technology use policy

Policy Number:

O-11-03

Approval Date:

May 12, 2021

Effective Date:

May 12, 2021

Review Date:

May 2023

Approved:

December 21, 2005

Revised:

  • January 2008
  • January 2009
  • May 2011
  • May 2013
  • May 2015
  • May 2017
  • May 2019
  • May 2021

Purpose

The Grimsby Public Library’s Internet and Technology Use Policy applies to the use of all types of Library supplied hardware and software and of the Internet on the premises of the Library and on the Library’s network. The Library provides public access to technology and the Internet in keeping with the Library’s role in providing equitable access to information and online resources to meet the needs of the community. The Library provides Internet access through public computers and wireless access to personal devices.

Guidelines

The Internet is an unregulated medium which provides access to ideas, information, and images outside the confines of the Library’s mission, collection, selection criteria and collection policies. The Library is not responsible for Internet content.

Users are required to use the Internet and available technologies in a responsible and ethical manner. Users may not use library technologies to access, transmit or create material which violates any Canadian federal or provincial law, such as material which is defamatory, discriminatory or obscene. The Library is not responsible for any infringement of copyright, or any other violation.

Any attempts to access other areas of the computer, run personal software programs, or compromise system security are strictly prohibited.

As with the Library’s other collections, any restrictions on a child’s use of the Internet is the responsibility of the parent or legal guardian. (As stipulated in the Library’s policy regarding the Safety and Conduct of Children in the Library, “parents, guardians or caregivers are responsible for supervising their child’s access to all library resources including the Internet and Media Lab technologies.”)

Library staff are available for assistance with library related technology; however, individuals who require extra help are encouraged to take advantage of the Library’s Tech Help. Help requests can be placed online or by calling the library. Staff assistance may be limited by time and type of question.

The number of users per workstation is limited to a reasonable number of people at a time at the discretion of Library staff.

Internet and Media Lab workstations are available on a first come, first served basis. The computer lab computers allow for an initial time limit of 180 minutes. Additional time can be requested should no one else be waiting for a computer. The 3D printer and associated computer is always first come, first served and cannot be reserved in advance.

Portable devices and peripherals including cameras and a green screen are available to be borrowed by library cardholders for use within the Library. These technologies are not to be removed from the Library. The cardholder is responsible for the appropriate care and use of the device. The patron account will be charged with the replacement cost for any lost or damaged device.

Users are reminded that they are in a public space. Library workstations are located in public areas shared by library users of all ages, backgrounds, and sensibilities; individuals must consider other patrons when accessing the Internet or electronic resources from the public workstations or through personal devices.

The charge per copy for printing is determined by the Grimsby Public Library Board and users are financially responsible for all print requests.

Users are required to use earphones when accessing audio from library workstations or personal portable devices.

Food and drinks are not permitted around the computers, library owned portable devices or peripherals.

Chromebooks are available to borrow for use in library. Wifi Hotspots are available to borrow for 1 week loans. This policy covers use and access to the internet for these devices as above.

Contravention of Policy

Any user who misuses or damages equipment, intentionally introduces a virus or malware or attempts to modify any software or hardware will be prohibited from using Library technologies, including Internet service, and will be held liable for all damages.

The Grimsby Public Library Board reserves the right to remove library privileges if the user contravenes any of the Grimsby Public Library Board’s policies.

Appeal Process:

An appeal may be submitted, in writing, to the Chair of the Library Board for Board consideration. Only one appeal will be considered during the term of the suspension.

Correspondence to the Chair can be directed to:
Chair, Grimsby Public Library Board
Grimsby Public Library,
18 Carnegie Lane
Grimsby, Ontario
L3M 1Y1

Application must be made, in writing, for re-instatement of library privileges; library privileges are not automatically re-instated.

The decision of the Library Board shall be considered final.

Lending policy

Policy Number:

0-11-01

Approval Date:

November 11, 2020

Effective Date:

November 11, 2020

Review Date:

April 2022

Notes:

Approved March 7, 2005

Revisions:

  • Revised June 15, 2011
  • Revised June 12, 2013
  • Revised April 15, 2016
  • Revised April 11, 2018
  • Revised November 11, 2020

Purpose

The Lending Policy of the Grimsby Public Library Board is intended to allow the Library to serve all customers in an accurate, accountable and consistent manner. The Lending Policy outlines:

  • The eligibility criteria for a library membership;
  • The responsibilities of the card holder;
  • Borrowing periods,fees and fines as set by the Grimsby Public Library Board.

Library staff implement the Lending Policy to ensure equitable treatment of all people who use the Library. The Grimsby Public Library strives to provide free and open access to the library’s collections and, at the same time, balance the needs of members of the community.

Guidelines

Library Membership

Grimsby Public Library cards are free to all citizens who live, own property, work or attend school in Grimsby. Library memberships expire on the anniversary of membership annually.  At this point member name, address, telephone and email information are verified for accuracy. All outstanding fines and charges must be paid at the time of address verification.  The replacement fee for a lost library card is $2.00.

Grimsby Public Library is a member of the Libraries in Niagara Cooperative (LiNC) which means that GPL cardholders may borrow materials from other member libraries in the Region.  In return, other Niagara member libraries may borrow materials from GPL at no charge. 

 

Non-Residents/Reciprocal Borrowing
  • There is an annual charge of $40.00 per non-resident household for a Grimsby Public Library card.  Payment of this annual fee entitles each member of the household to a library membership. The fee for the non-resident membership is determined by motion of the Grimsby Public Library Board.
  • Where a reciprocal borrowing agreement exists with the Library Board of a neighbouring municipality, patrons may borrow library materials subject to the terms of the reciprocal borrowing agreement.
  • Members of LiNC (Libraries in Niagara Cooperative) may borrow materials with their home library card at any of the LiNC libraries at no charge.
School/Daycare/Corporate Card

A Corporate Application Form (available online and at the Library) must be signed by an executive or administrator who is authorized to accept financial responsibility for the organization. In the case of schools, the application must be signed by the principal. The school, daycare or corporation is responsible for all lost or damaged material and regular borrowing limits, fees and fines apply. The Library card must be in-hand to borrow materials. Any member of the school, centre, or company may share this card to access the library's collections. The application will be verified over the telephone or in person if the signatory is present. Following verification, a card will be mailed to the organization. Overdue notifications are issued to the school or corporation.

Registration

In order to register as a member of Grimsby Public Library one piece of valid personal identification showing address must be verified. Children under the age of 13 must have their library card application form signed by a parent or legal guardian. By signing the form, the parent or legal guardian accepts financial responsibility for all the materials borrowed on the child’s card. Teens (ages 13 and up) who do not have valid identification must be accompanied by a parent or legal guardian who will give consent by showing their identification.  Acceptable identification includes but is not limited to:

Adult (18+ years of age):

  • Driver's License
  • Mortgage, rental or lease agreement
  • Pay stub/Direct deposit stub
  • Utility Bill
  • Bank statement/Personal cheque

Teen (13-17 years of age):

  • Driver's License
  • Report card with address
  • Student card/ Pay stub/Direct deposit stub
  • Parent's identification and proof of address (if teen has no identification)

Child (birth - 12 years of age): 

Children require a parent's identification and proof of address

 

Signing the library card implies the cardholder’s acceptance of and adherence to all rules and regulations of Grimsby Public Library. The signatory is responsible (or the parent/guardian if the cardholder is under 18 years of age) for all fines and damage or loss of materials. 

Online Registration

Those wishing to acquire a Grimsby Public Library card may register for a temporary card through the Library’s online catalogue.  This site can be accessed 24 hours a day, 7 days a week.  Upon completion of the online registration, users will be contacted by the library and given a borrower barcode and PIN.  Registrants must then visit the Library within the next 30 days to provide proof of identification and address (as listed above).  Library staff will then finalize the registration and update the account with a 1 (one) year expiry date.

Borrowing Privileges

A valid Grimsby Public Library card must be presented each time materials are borrowed. Patrons are responsible for all materials checked out on their card. Changes in personal information such as name, address or telephone number, as well as loss or theft of library card should be reported immediately to the Library.

In keeping with the Ontario Library Association's Children's Rights in the Public Library, there are no restrictions on the material borrowed by children. Parents and/or legal guardians are responsible for the selection, usage and safe return of materials borrowed by their children.   

There is a limit of 99 items per card that may be signed out at any given time. Restricted borrowing quantities will be assigned for collections and formats with limited items and shorter loan periods. Borrowers from neighbouring libraries with whom the Grimsby Public Library has a reciprocal agreement are limited to borrowing 8 items and a maximum of 2 active hold requests. Materials marked “Reference” do not circulate.

Where print materials are not available from the Grimsby Public Library, the Library’s Interlibrary Loan service may be available. Many libraries, including the Grimsby Public Library, participate in the interlibrary loan service and lend books between libraries. The Interlibrary loans are subject to the rules, regulations and policy as established by the governing Provincial agency and the lending library.  A maximum of one (1) Interlibrary loan request may be submitted per week.  

Loan Periods

A valid Grimsby Public Library card is required for borrowing materials.

Magazines:

  • Loan period 7 days
  • 2 renewals
  • Daily fine rate is $.25 per item per day

Books, CD Audiobooks:

  • loan period 21 days
  • 2 renewals
  • Daily fine rate is $.25 per item per day

eAudio, eBooks and virtual collections:

  • loan period 7 or 14 days
  • renewals depend on vendor settings and availability
  • No fines

Express Reads:

  • No holds
  • Loan period 7 days
  • No renewals
  • Daily fine rate is $1.00 per item per day

Express DVDs:

  • No holds
  • Loan period 3 days
  • No renewals
  • Daily fine rate is $1.00 per item per day

DVDs:

  • Loan period 7 days
  • 2 renewals
  • Daily fine rate is $1.00 per item per day

Battle of the Books:

  • Loan period 7 days
  • 2 renewals

Book Club in a Bag:

  • Loan period 42 days
  • No renewals
  • Daily fine rate is $.25 per item per day

Renewals

Most library materials may be renewed twice as long as they have not been requested by another patron. Patrons can renew material in person, by telephone or using the Library’s online catalogue. There are no renewals on Express Read or Book Club selections and the renewal of interlibrary loan material is subject to the guidelines of the lending library. 

Reserves

Any patron with a valid Grimsby Public Library membership may request, without charge, a reserve for any item listed in the catalogue with the exception of Express Reads, Inter library loan material and Reference materials. Reserves can be placed in person, by telephone or using the Library’s online catalogue. Upon notification that a reserve item is available, patrons have three (3) days to pick up the items. Patrons must bring the card on which the reserve was placed when checking out the reserve.  Book club sets can only be reserved by contacting library staff.

Returns

All items borrowed from the Grimsby Public Library must be returned to the Grimsby Public Library or one of the participating LiNC libraries. If Grimsby Public Library items are returned to a neighbouring Library system, that is not a member of LiNC, the patron is responsible for all fines and charges accrued until the items are checked in at the Grimsby Public Library.  Fines continue to accrue until the items are checked in by the ILS at the Grimsby Public Library. 

Overdue Fines and Other Charges

There are late fines for items returned after their due date. Items must be returned before closing time on the due date. The cost of replacing the materials is charged to the patron if the materials are not returned, and borrowing privileges may be suspended when materials are overdue.  The patron (or guardian in the case of a child’s account) is responsible for the full balance of charges or overdue fines outstanding on the account.

  • Daily fines vary by material type; however, there is a maximum fine of $5.00 per item.  
  • Borrowing is suspended on memberships with an outstanding balance of $10.00 or more until any charges in excess of $9.99 are paid.
  • The full outstanding balance of fines and charges must be paid at the time of address verification or account renewal.
  • Replacement Library Card: $2.00
  • Damaged or missing audiovisual case: $2.00
  • Damaged or missing book cover or audiovisual insert: $2.00
  • Printing/photocopies: $0.20/black & white page, $.75 /colour page

Library members may choose to receive notification of overdue materials via print or email.  All bills are provided in print. Patrons, who receive notification via email, may also receive reminders that their items will soon be due. Notification will be sent according to the following schedule:

  1. Due date reminders are sent the day before the due date and are only available to those who have indicated that they wish to receive notification via email.
  2. An initial overdue is issued when outstanding items are 2 weeks overdue.
  3. A second overdue notice is issued if the items remain outstanding 4 weeks after the due date.
  4. Items outstanding after 45 days automatically age to ‘lost’ and the resulting replacement and processing charges are added to the account.  A printed bill is mailed to the patron stating the replacement value and processing charge associated with the lost material.
  5. Fine notices are sent by traditional mail for any accounts with balances of $10 or more that have remained outstanding for more than 30 days.

Lost and Damaged Materials

Patrons are responsible for all materials while they are on loan to them and shall report any loss or damage. A patron who loses or damages library material is required to pay the cost of replacement.  A replacement charge will be levied for damage to library materials while in the cardholder’s possession if the item is deemed no longer suitable for use. Borrowing privileges may be suspended until all such charges are paid in full. Replacement copies or donations in lieu of payment are not accepted.  It may not be desirable or possible to replace a specific item; replacement is left to the discretion of the Chief Librarian in accordance with the Collection Development Policy.

The Library will refund lost charges if the item is found. There is a 6 month time limit, from date of payment, for a refund for payment of lost material. 

Confidentiality

Confidentiality of all personal information held by the Grimsby Public Library in relation to lending services is governed by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Grimsby Public Library’s Privacy Policy.

Contravention of Policy

Borrowing privileges are suspended when patrons have fines and/or overdue materials in excess of $10.00.  Borrowing privileges will be reinstated when charges are paid.

The Grimsby Public Library Board reserves the right to remove any Library users Library privileges if the user contravenes any of the Grimsby Public Library Board’s policies.

Planning policy

Policy Number:

0-15-17

Approval Date:

May 12, 2021

Effective Date:

May 12, 2021

Review Date:

May 2023

Notes:

  • Approved: May 13, 2015
  • Revised: June 14, 2017
  • Reviewed: May 12, 2021

Purpose

The Grimsby Public Library’s Planning Policy seeks to ensure that the Library maintain an effective planning process in order to fulfill its mandate under the Public Libraries Act, RSO 1990, c. P55, s. 20(a): “A board shall seek to provide, in co-operation with other boards, a comprehensive and efficient public library service that reflects the community’s unique needs.”

Guidelines

This policy establishes a formal planning process, ensuring that:

  1. the current needs of the community are regularly reviewed
  2. the Library’s vision is clearly communicated and realized
  3. the Library is able to respond effectively and efficiently to change
  4. key decision makers, Town of Grimsby Council, are aware of the Library’s contribution to the community and make a long-term commitment to Library services
  5. Library funds are responsibly expended in a deliberate and accountable manner, and
  6. continuity of services is maintained regardless of personnel changes in the Board or staff

To this end, the Library Board shall:

  1. ensure that a Planning Committee (subcommittee of the of the Board) is maintained to support this initiative
  2. in the second year of its four year term or in the final year of the current plan, develop a formal planning document that includes the Library’s vision, mission statement and values, strategic directions, objectives, actions and timelines
  3. develop a cycle for annually reviewing and assessing: client needs in the community served by the Library; the services of the Library in the light of client needs and feedback; the priorities of the municipality; the Library’s success in adhering to and meeting the mission statement, goals and objectives, actions and timelines identified in the current strategic planning documents.
  4. Report to the community on the Library’s progress in fulfilling its plan by means of: distribution of an annual report; library website and Social Media channels; presentations to Council service groups and community organizations
  5. ensure public information and communication about the planning process and the plan are accessible to persons with disabilities.

In addition to yearly ongoing consultation and input of the Library Board and staff, reviewing and assessing the Library’s current environment will be addressed through a situational analysis which may include:

  1. Community Analysis - A range of community-related information with possible implications for library service, including demographic data, municipal planning documents, and information on local agencies and services, is gathered and formally analyzed at least once every four years, and the results used in the planning of library service.
  2. Public Consultation - Community consultation methods may include any or all of the following: surveys, community leader interviews, focus group interviews, and public forums. Efforts will be made to solicit feedback and insights from both library users and non-users. The Library will ensure that the invitation to comment and the feedback process are accessible to persons with disabilities by providing or arranging for the provision of accessible formats and communications supports, upon request
Privacy policy

Policy Number:

O-11-04

Approval Date:

September 11, 2019

Effective Date:

September 11, 2019

Review Date:

June, 2021

Notes:

Approved June 15, 2011

Revised June 12, 2013   

Revised June 11, 2015

Revised June 14, 2017 

Purpose

All users of the Grimsby Public Library have the right to privacy and confidentiality regarding their use of the library’s services, programs and collections. This policy outlines the information collected, conditions and exceptions and retention of information.

Guidelines

All information collected from individuals under the authority of the Public Libraries Act, is subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Under these acts, all users of the Grimsby Public Library have the right to privacy and confidentiality regarding their use of the library’s services, programs and collections. Customer borrowing and electronic use records are held in confidence by the Library and are accessed only for the purposes identified at the point of collection.

Collection of Personal Information

The Grimsby Public Library collects personal information under the authority of the Municipal Freedom of Information and Protection of Privacy Act for the purpose of conducting the library’s business, which may include fines, holds, overdue notices, fundraising and programs.

Personal information is defined as recorded information about an identifiable individual. For the Library’s purposes, that information includes:

  • Name, address, telephone number, date of birth and e-mail address (if applicable)
  • The name of the parent or legal guardian of all children up to age 16 without appropriate identification of their own.
  • Borrowed materials
  • Overdue fines and other charges
  • Holds/requests for materials
  • Information related to registration for Library programs
  • Information related to volunteer application forms
  • Information related to sponsors, benefactors and donors
  • Information related to recruitment

Library patrons can see personal information about themselves upon request.  Only parents or legal guardians, who are listed as the responsible person for the child, may obtain information about their child’s account until they turn 16 years old. 

Date of Birth identifies patrons with similar/same names and allows us to update borrower records from “child”, to “teen” to “adult”.

The Library collects images and video clips through security cameras.  Images are only used to ensure the security and safety of collections, staff and individuals using the library.

The Library collects photos of Library users at Library events and programs. Photos/video of recognizable individuals taken by Library staff or for Library purposes will not be used without prior permission.  The Library is not responsible for any third party reuse or reposting of photos/video taken at Library programs and events. 

In keeping with Canadian Anti-Spam Legislation (CASL), email addresses are used solely for the intended purpose, for which the patron has provided explicit consent, and will not be shared with any other individual or organization.

Retention of User Information

Personal information about the identity of Library customers is collected voluntarily and is stored electronically in a database. The Library also records current transactions which identify use of the Library by a specific individual. This transaction information is temporary and is deleted once a given transaction or use is deemed complete. An exception is made for authorized uses, such as tracking use data for shut-in patrons served by our Visiting Library Service. The Library makes some additional exceptions on an individual basis for patrons at their request.  Library program registration information is kept in paper format and shredded following the start of the next session of that program. Information about the is not kept once the material is returned to the library unless it is overdue,  incomplete or damaged or the patron has opted to make use of the Reading List option through the Library’s online catalogue.

Disposal:

If used during the membership application process, completed membership forms are shredded once they are input into the Library system.  Personal information that is recorded to register for a library program is destroyed by shredding following the event or program. Borrower accounts are deleted from the database after 5 years of inactivity as long as there are no outstanding items and/or fees.

Access to Personal Information

Access to customer information is limited to:

  • Library employees and authorized volunteers, working within the scope of their duties
  • The individual to whom the information relates, or, if the individual is less than 16 years of age, the person who has lawful custody of that individual. Access by an individual requires proof of identity.

Personal information held by the Library, including customer borrowing and electronic use records, will not be divulged to a third party (including spouses), except in very specific permissible circumstances, including:

  • The custodial parent or guardian of an individual who is less than 16 years of age.
  • Someone holding Power of Attorney for a specified individual, where proof of the Power of Attorney is provided.
  • A law enforcement agency requesting specific personal information, where the request is supported by a formal warrant or otherwise required by the law.

Customers should report immediately any lost or stolen library cards to reduce the potential of unauthorized access to their records and protect their information.

If you bring a library card; overdue notice or collection letter that belongs to another person, it implies consent for you to pick up material on hold for that person or pay that person's fines. It does not allow you to have access to other information in that person's record.

The Library and Library users have the right to request a correction of personal information if erroneous data is identified. The Library has a right to request supporting documentation from a customer when making any corrections. Customers are responsible for identifying changes in personal information such as name, address or contact information to maintain the accuracy of their information.

Online Privacy:

The use of the Library’s online catalogue does not require the provision of any personal information unless account access is required. Customers can access their personal library account with their library card number and password through the online catalogue. Personal account information can include name, address, telephone, e-mail as well as items checked, on hold and fines/fees. Verification of the library card number and password is done through the automated library’s patron database. 

The online catalogue is programmed to close after a short period to prevent access to personal information by other customers. However, it is advisable to logout when finished with the online catalogue. 

Customers using commercial databases through the Grimsby Public Library website are required to enter their library card number to access the databases. The library card number is verified against the automated library’s patron database. A log of this verification remains on the database server for a short time and is automatically purged.

Links to websites of other organizations are included on the Grimsby Public Library’s website. These links are provided for information only and are not subject to the privacy policy of the Grimsby Public Library. Users are urged to consult the privacy policies of the specific websites before providing any personal information. 

Computer Workstations

Customers wishing to use the Grimsby Public Library’s computer workstations must use the PC Reservation software package. This software records the name, the user keys in when they log on. This data is stored in a log file which is purged every six months.

GPL attempts to remove any personal files stored on the hard drive at the end of the session, however, with Cloud computing this cannot be 100% guaranteed. All computer workstations are located in a public environment and the Library cannot guarantee privacy when using them. Any documents or images displayed on the workstations may be viewed by other members of the public. Customers must log off from the workstation at the end of their session. 

Wireless Internet

The wireless network provided by the Grimsby Public Library is an open, unsecured network and the Library cannot guarantee the security of the customer’s computer (or content) while using it.

Electronic Communication

Customers may use e-mail to contact library staff. This communication may include the e-mail address, name, postal address, library card number and specific reference request. This communication can only be accessed by authorized members of the library staff and will be stored in their mail account until deleted. Polls or surveys may be featured on the Grimsby Public Library webpage to gauge public opinion. No identifiable data will be collected and any information collected will be used to improve Library collections, programs and services.

Access Requests

All Grimsby Public Library customers have the right to access their personal information as well as information regarding library operations. The request may be submitted on an informal or formal basis, depending on the nature of the request. Any requests are subject to the exemptions outlined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Informal Requests

Customers must provide appropriate identification before personal information will be provided. For example, upon presentation of their library card or other approved identification, a customer may query their records and/or the records of their minor age children or wards.  Library staff may assist customers if required.

Formal Requests

Information from the Library’s database files shall only be released to the police or government agencies upon the presentation of a proper and valid warrant.  In the absence of a warrant the information requested must be in accordance with Section 32(g) and 32(i) of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)  In such cases, the senior staff member on duty has the authority to release personal information to the police or government agencies in Canada to aid an investigation leading or likely to lead to a law enforcement proceeding or in compassionate circumstances to facilitate contact with next of kin of an individual who is injured or deceased. All such requests must be documented on the Grimsby Public Library’s Disclosure of Personal Information form created for this purpose.

All other formal requests for personal or operational information must be done in writing. Requests by written letter must include the following information:

  • Full name and mailing address
  • Daytime telephone number
  • Detailed information regarding the requested records; including specific files, dates and other pertinent information

All formal requests must be addressed to the Grimsby Public Library C.E.O./Chief Librarian, who serves as the Freedom of Information Coordinator. Each request will be reviewed to determine if the Library will release the requested information. Written notice by the C.E.O. will be provided to the individual or group submitting any request.

The C.E.O./Freedom of Information Coordinator can be contacted at:

Office of the CEO and Chief Librarian

Grimsby Public Library,

18 Carnegie Lane

Grimsby, Ontario

L3M 1Y1

Telephone: 905-945-5142

E-mail: gen-library@grimsby.ca

Contravention of Policy

The Grimsby Public Library Board reserves the right to remove the privileges of any Library user found in contravention of the Grimsby Public Library Board’s policies.

Procurement policy

Policy Number:

0-11-06

Approval Date:

February 12, 2020

Effective Date:

February 12, 2020

Review Date:

February 2022

Notes:

Approved October 12, 2011

Revisions:

  • Revised October 9, 2013
  • Revised October 14, 2015
  • Revised October 11, 2017
  • Revised February 12, 2020

Purpose

This policy seeks to define the overall context within which the library will make purchases of various products and services by:

  • Providing a comprehensive process that encompasses all likely purchases and procurements for the Library;
  • Seeking out appropriate vendors and concluding the purchase arrangement such that best value is achieved;
  • Promoting 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.

Guidelines

The Grimsby Public Library is committed to:

  • Seeking the best value for its purchases of goods and services regardless of the supplier’s geographic origins;
  • Securing the best quality for the dollars available; purchasing decisions will include consideration of both purchasing and leasing when such options are available;
  • Maintaining positive vendor relations within ethical limits;
  • Selecting suppliers with proven capability;
  • Using co-operative and bulk purchasing when there are identifiable benefits to the library in the quality, price, delivery and service available;
  • Encourage an open and competitive bidding process for the acquisition and disposal of goods and/or services for the library;
  • Ensure the objective and equitable treatment of all vendors, and to provide all qualified vendors with an opportunity to offer their goods or services to the Library;
  • Ensuring that purchasing decisions comply with accessibility standard regulation requirements of the Accessibility for Ontarians with Disabilities Act (AODA). 

Statement of Financial Principles and Responsibilities

According to the Public Libraries Act, R.S.O. 1990, CHAPTER P.44, Subsections 24.(1), 24.(2) the Grimsby Public Library Board has the fiduciary responsibility for the library’s budget through estimating sums required for library operation; making submission of these to council, and for expending these amounts during the fiscal year.  The Grimsby Public Library Board submits to the Town of Grimsby Municipal Council a balanced budget of estimates annually.  The Board is responsible for ensuring the Grimsby Public Library has sufficient funds that the community is adequately served with financially viable and effective public library service,  “a comprehensive and efficient public library service that reflects the community's unique needs” (subsection 20.(a)).  Additionally, the Board ensures that the Grimsby Public Library endeavors to meet provincial standards.  

Elected officials, appointed officers or employees of the Library shall not attempt to unduly influence its procurement procedures.  Library board members are bound by the Municipal Conflict of Interest Act including disclosure of any pecuniary interest and avoiding discussion or voting on issues where they have a pecuniary interest.

As stated in the Accessibility for Ontarians with Disabilities Act (AODA) Accessibility Standard O.Reg 191/11, a designated public sector organization shall incorporate accessibility criteria and features when procuring or acquiring goods, services or facilities except where it is not practicable to do so.  As stipulated in the Town of Grimsby By-law 04-119 use of the appropriate Procurement Accessibility Checklists shall be used where accessibility of the purchased or contracted good or service may have an impact on staff or the public.  If it is not practicable to use Procurement Accessibility Checklists as an implement to incorporate accessibility, an explanation will be provided, upon request.

Purchasing Principles

The CEO/Chief Librarian is 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 when entering into contracts with third parties for the purchase and disposal of all goods and services.

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

Purchases Not Exceeding $5,000

Goods and services with an estimated total purchase price not exceeding $5,000 shall be obtained by the CEO/Chief Librarian through an acceptable method of purchase and shall be so documented.

Where possible, three informal quotes shall be obtained for purchases of items with a unit value of more than $2,500.  The supplier shall be selected within terms and conditions as determined by the CEO/Chief Librarian or their designate with attention to the lowest possible cost, consistent with needs of the user with regard to durability, performance, prior experience, delivery and service capability.

Purchases Exceeding $5000 but Not Exceeding $20,000

A minimum of three (3) written quotations, where possible, shall be obtained for purchases valued between $5,000 and $20,000 and shall be so documented.  The supplier shall be selected within terms and conditions identified within this policy as determined by the CEO/Chief Librarian or their designate.

Purchases Exceeding $20,000 but Not Exceeding $100,000

The CEO/Chief Librarian will initiate a formal tendering process for purchases exceeding $20,000.  Where the compliant quotation meeting specifications and offering the best value to the Library is acceptable, the CEO/Chief Librarian shall make a recommendation concerning the award to the Board. An award exceeding $20,000 is subject to Board approval. 

Purchases Exceeding $100,000

The CEO/Chief Librarian will initiate a formal tendering process for purchases exceeding $100,000 and comply with Free Trade agreements such as CETA in all contract tendering.  Where the compliant quotation meeting specifications and offering the best value to the Library is acceptable, the CEO/Chief Librarian shall make a recommendation concerning the award to the Board. An award exceeding $100,000 is subject to Board approval.  

In keeping with the Accessibility for Ontarians with Disabilities Act (AODA) Accessibility Standard O.Reg 191/11 and as stipulated in the Town of Grimsby By-law 04-119 all advertisements related to the tendering process shall include text indicating that the tender is available in alternate formats upon request.  Special consideration will be given to the ability of the bidder to provide accessible goods and/or services which can be modified to increase accessibility where needed. 

Exceptions

Exceptions to the procurement methods may be used in the following circumstances provided the procurement methods are not employed for the purpose of avoiding competition between suppliers or to discriminate against suppliers:

  1. Where an emergency occurs that, in the opinion of the CEO/Chief Librarian or their designate, constitutes immediate danger to health, safety, life or property, which requires the immediate procurement of goods and services, the CEO/Chief Librarian or their designate may purchase such goods or services by open market procedure regardless of the amount of the expenditure. The Library Board must be notified of this purchase as soon as possible.
  2. The Board may make an exception where consulting services or goods regarding matters of a confidential or privileged nature are to be purchased and the disclosure of those matters through an open tendering system could be reasonably expected to compromise governance confidentiality; cause economic disruption or otherwise be contrary to public interest.
  3. Preferred vendor arrangements:  The primary example of such an arrangement in the Library is in the acquisition of materials for the library’s physical and electronic collections.   Relationships with vendors/suppliers are long standing.  Ongoing relationships with vendors are essential to ensure continuity of order history and accuracy of electronic purchases and records. 
  4. The Library is committed to the purchase of goods and services with due regard to the preservation of the natural environment and to encourage the use of environmentally friendly products and services.

Where only one supplier is able to meet the requirements of procurement, that is, a sole source procurement in the following circumstances:

  1. To ensure compatibility with existing products, to protect exclusive rights such as copyright, patent or exclusive licenses or to maintain specialized equipment/product/services that must be maintained or can only be provided by the manufacturer or its representative;
  2. To maintain the validity of warranties or guarantees;
  3. For goods purchased under exceptionally advantageous circumstances, such as goods which are the subject of bankruptcy receivership liquidation;
  4. Where there is an absence of competition for technical or other reasons and only a particular supplier can supply the goods or services;

Additionally, items listed in Appendix “A” are excluded from the requirements of this policy. Notwithstanding, the CEO/Chief Librarian is expected to provide details to the Board of any contractual arrangements under Appendix ‘A’ with third parties that exceed $20,000 annually or are for more than one year. Such details will be provided prior to the onset of the contract arrangement. 

Negotiation

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

  • 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;
  • 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;
  • 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;
  • When all bids fail to comply with the specifications or conditions and it is impractical to recall;
  • When the extension or reinstatement of an existing contract would prove most cost-effective or beneficial. The extension shall not exceed one year;
  • When a fluctuating market prevents the CEO/Chief Librarian from obtaining price protection or owing to market conditions, required goods or services are in short supply.

Co-operative Purchasing

The CEO/Chief Librarian 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.

Prohibitions

  • Subject to the Municipal Conflict of Interest Act, no employee or member of the Board or officer of the Library will become interested directly or indirectly as a contracting party or otherwise in or 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.
  • No employee or member of Library, Board or Town Council, shall bid on the sale of goods except those disposed of by public auction.
  • The Library shall make no personal purchase for any employee or member of the Board, unless specifically authorized by the Board.
  • No employee or member of the Board shall purchase or offer to purchase on behalf of the Board except as may be provided for in this policy.
  • 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.

Appendix A

Exemptions

The following items are excluded from the requirements of this policy in that the expenditures do not require a purchase requisition. Notwithstanding, it is expected that the objectives of this policy will be promoted in any expenditures for goods and services.

1. Petty Cash expenditures

2. Training and Education

a) Conference, Course, Convention and Seminar

b) Magazines, Books, Periodicals, Subscription

c) Membership

3. Refundable Employee Expenses

a) Advances

b) Meal Allowances

c) Travel

4. Advertising

a) Classified advertising such as help wanted, for sale, etc.

b) Display advertising such as event notices

c) Public tender advertising

5. Special Fees

a) Counselling service

b) Medical service

c) Banking, brokerage or underwriting service.

d) Insurance and related costs (Liability, Property etc., Premiums, Payments and Adjusting Fees)

6. Professional Fees

a) Consultant fee related to litigation

b) External auditor

c) Legal services fees

d) Ontario Land Surveyor

e) Property Appraisal

7. Utility Services

a) Gas and heating oil

b) Sewer and water

c) Postage and related costs

d) Hydro

e) Telephone

Programming policy

Policy 0-19-21

Recruitment and selection policy

Policy Number:

O-12-11

Approval Date:

November 14, 2018

Effective Date:

November 14, 2018

Review Date:

November 2020

Notes:

  • Approved: November, 2004
  • Revised: November 14, 2014
  • Revised: November 9, 2016
  • Revised: November 14, 2018

Purpose:

The purpose of this policy is to define the Grimsby Public Library’s hiring and selection process to ensure consistency and that the most qualified and capable candidates are selected in an accountable and transparent manner. This policy ensures that employment related decisions concerning existing and potential Public Library employees are free from any real or perceived conflicts of interest including those based on familial relationships and to maintain public confidence in the integrity of the Library’s hiring and employment practices.

Definitions

For the purposes of this policy:

“Relative” is deemed to include first-degree family relationships, including the spouse, legal partner (common-law and same sex), child (stepchild and foster child), parent/grandparent (step and in-law), brother or sister (step and in-law), niece or nephew of a member of the Library Board or an existing employee of the Library or Municipality.

“Direct Reporting Relationship” – is a relationship in which an employee or elected official has authority to:

  • approve or deny increments, or negotiate salary level;
  • conduct performance appraisals;
  • administer discipline;
  • direct work assignments with respect to an employee.

Guidelines

The Grimsby Public Library Board recognizes that its effectiveness as a service organization is determined largely by the quality of its work force. The provisions of this policy apply to all permanent full-time and part-time, casual and contract employees, co-op participants and summer students. The Grimsby Public Library Board is an equal opportunity employer that:

  1. Provides equality of opportunity for employment without discrimination, consistent with the Ontario Human Rights Code, Pay Equity Act, the Employment Standards Act and the Ontarians with Disabilities Act, provided that he/she can comply with the bona fide job requirements, and can fulfill the essential duties of the position. Reasonable efforts will be made to accommodate the needs of the person. Candidates will be notified at the beginning of the recruitment process about the availability of accommodation for applicants with disabilities.
  2. Hires and promotes on the basis of merit, compensates fairly according to the value of work performed and creates a climate of mutual respect for the dignity of each individual.
  3. Does not tolerate acts of favouritism, discrimination or influence in the selection process.  Elected officials, appointed officers or employees of the Library shall not attempt to influence the hiring of any applicant.  Library board members are bound by the Municipal Conflict of Interest Act to disclose any interest and avoid discussion, influence or voting on issues where they have an interest.

A member or former member of the Grimsby Public Library Board is prohibited from being employed or engaged by employment contract by the Grimsby Public Library  until a minimum of three months have passed after the member leaves his/her appointment.

The appointment of the CEO/Chief Librarian is the sole responsibility of the Library Board. 

The CEO/Chief Librarian shall have the authority to employ, appoint, promote, demote, discipline, advise on performance, or suspend an employee of the Public Library.  Dismissal of staff shall take place after consultation with Town of Grimsby Human Resources and informing the Library Board. 

The library does not accept unsolicited resumes and any that are received will be destroyed.

The Public Library will not favour nor inhibit the hiring of relatives of current employees or relatives of the Library Board over others. All candidates will be given equal opportunity for employment based on qualifications, experience and skills regardless of relationship to either an employee or member of the Library Board. Notwithstanding the aforementioned, the Public Library prohibits employment situations where hiring of relatives would:

  • create a direct reporting relationship, one to another,
  • be supervised by, either directly or indirectly or be subordinate to, one another,
  • be given preferential treatment in being recruited and or selected for vacancies
  • be appointed  to positions where job responsibilities would be incompatible with position occupied by family members.

The CEO/Chief Librarian is accountable for ensuring compliance with this policy with respect to Public Library employees. 

Recruitment and Selection Process

When a position is vacant, the CEO/Chief Librarian will review the necessity and form of the position, prior to recruiting for a replacement. The Grimsby Public Library Board approves the creation of new positons, typically within the annual budget process, ensuring the incorporation of financial estimates, and gives authority to the Chief Librarian to advertise and fill the position(s) within estimates.  New positions are reviewed and evaluated within the context of the Town of Grimsby pay grid, ensuring that the pay is in keeping with the position’s responsibilities and required education and experience.

Employment opportunities will be posted internally for a minimum of seven working days. Internal postings are circulated to all Library and Town employees. An internal search may be conducted prior to external advertising. However, in certain circumstances, the CEO/Chief Librarian may deem it necessary to advertise externally at the same time as internal vacancies are posted.  

Employees of the Grimsby Public Library applying for positions will be considered with external applicants according to the qualifications and requirements sought for the position. It is understood, however, that qualified internal candidates will be considered prior to external candidates. External postings will be advertised on the Town of Grimsby’s website, as well as in appropriate print publications and on job posting websites.  Postings may also be communicated via the Library’s social media channels.

Job postings

All job postings will include the following statement:

"The Grimsby Public Library is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments.  We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment process.  Please advise the Library to ensure your accessibility needs are accommodated throughout the process."

Applications

Solicited applications will be received by the CEO/Chief Librarian or Deputy Chief Librarian. All applications are confidential and secured in a locked area.  After the closing of any job competition, resumes will be reviewed. The CEO/Chief Librarian or Deputy Chief Librarian will advise internal applicants who do not meet minimum qualifications.  External applicants will not be notified unless they are selected for an interview.

Interviews

Formal interview questionnaires shall be used to ensure a fair evaluation of all candidates.  The questionnaires shall be position-specific and comprised of weighted questions and job-related criteria.  The interview shall consist of a minimum of two interviewers. During the development of the interview questionnaire, it shall be determined if any skills assessment is necessary. If so, the skills tests will be weighted and included on the interview questionnaire. 

Occasionally, second interviews are conducted. If this is the case, a second interview questionnaire must be developed and used consistently. The second interview will be conducted by a minimum of two interviewers.

The Board shall not be responsible for assuming expenses including travel and accommodation costs for a candidate to attend a job interview.

The process for the CEO/Chief Librarian position will be at the discretion of the Board.

All applications, interview questionnaires and references will be securely disposed of at the completion of the recruitment, selection and hiring process, with the exception of those chosen for an interview.  The documentation for those taking part in an interview will be stored securely for a period of one year after the recruitment process at which point they will be destroyed. 

Reference Checks

Prior to any reference check, the permission of the candidate to contact references must be obtained. This authorization may be obtained at any time during the selection process.

Offers of Employment

Once a final determination has been made as to the preferred candidate for hire, the CEO/Chief Librarian or designate will make the offer of employment to the recommended candidate discussing terms and conditions of employment. To finalize an offer, an Employment Letter must be signed by the candidate and returned to the CEO/Chief Librarian or Deputy Chief Librarian.

Upon acceptance of the offer of employment, the CEO/Chief Librarian or designate will advise unsuccessful interviewees that the position has been filled. The appropriate Town staff involved in the administration of payroll and employee benefits will be notified and the Library Board and Staff will be informed of the hire. If the candidate declines the position, the interview team may proceed to another candidate or re-post the position. 

All offers of employment to candidates 18 years and older will be conditional upon the successful completion of a Vulnerable Sector Check.  Candidates for permanent, full-time positions will also be required to provide a pre-placement medical form completed by their physicians, assessing his/her ability to complete the job assignments as provided in the position description.  The applicant must have signed and provided all documentation relating to the terms and conditions of their employment within the first month of employment. The cost of acquiring these documents will be reimbursed by the Library upon receipt.  The information received is confidential and will be provided to the CEO/Chief Librarian who, if necessary, will share the results with the Library Board.

Probationary Period

All employees will be subject to a three-month probationary period. As stipulated in the Grimsby Public Library Terms of Employment initial performance evaluations will be completed at the end of the employee’s three-month probationary period.   Subsequent evaluations will be performed on an annual basis.  All reviews will be prepared by the employee’s immediate supervisor and reviewed by the CEO/Chief Librarian (if not the employee’s immediate supervisor). Employees will also be requested to participate in a self-evaluation and goal-setting exercise at the time of their performance review.

Employee Orientation

All new employees will participate in an orientation session on their first day of employment with the Grimsby Public Library Board. The necessary paperwork will be completed and processed to provide for legislative requirements and participation in the compensation and benefits package (where applicable). Employee training will be position specific however all orientation will include a brief introduction to organizational structure as well as the health and safety, IT and accessibility policy requirements. 

Rights of children and teens policy

Policy Number:

O-12-09

Approval Date:

March 13, 2014

Effective Date:

March 14, 2014

Review Date:

March 2022

Notes:

  • Approved: March 21, 2012
  • Revised: March 13, 2014
  • Reviewed: March 9, 2016
  • Reviewed: March 14, 2018
  • Reviewed: March 11, 2020

Purpose

The Grimsby Public Library provides library service for children and youth to assist in developing their full potential and fostering a lifelong love of reading and learning. The Grimsby Public Library Board endorses the Children’s Rights in the Public Library adopted at the Ontario Library Association Annual General Meeting, November 1998 and the Teen Rights in the Public Library adopted at the Ontario Library Association General Meeting, June 2010.

Ontario Library Association’s 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.

Ontario Library Association’s Position on Teen’s Rights in the Public Library

Teens in Ontario Public Libraries have the right to:

  1. Intellectual freedom
  2. The library establishes clear policy statements concerning the right to free access by young adults to library resources and information sources; and respect for the rights of young adults to select materials appropriate to their needs without censorship, The library’s teen collection, policies and services should be consistent with the concepts of intellectual freedom defined by the CLA, OLA and Ontario Human Rights code.
  3. Equal access to the full range of materials, services, and programs specifically designed and developed to meet their unique needs.
  4. The Library integrates library service to teens into the overall plan, budget and service program for the library. Library service to teens is integrated with those offered to other user groups.
  5. Adequate funding for collections and services related to population, use and local community needs.
  6. The Library incorporates funding for materials and services for teens in the library operating budget and ensures there is equitable distribution of resources to support programs and services for young adults.
  7. Collections that specifically meet the needs of teens
  8. The Library provides a wide spectrum of current materials of interest to young adults to encourage lifelong learning, literacy, reading motivation, and reader development.
  9. The library endeavors to develop collections that encourage leisure reading, support homework and school success and responds to gender and cultural diversity. The library provides unfettered access to technology including social networking, licensed databases, and other online library resources for teens.
  10. A library environment that complements their physical and developmental stages.
  11. The Library provides identifiable spaces for teens that are separate from children’s spaces where possible, reflects their lifestyle and allows for teens to use this library space for leisure or study, either independently or in groups.
  12. Welcoming, respectful, supportive service at every service point.
  13. The Library promotes friendly, positive, non-biased customer interactions with teens, providing staff development and training and ensures that services for teens embrace cultural and gender diversity and economic differences. Library staff will endeavor to respect the teen’s need for privacy and nonjudgmental service and assist young adults in acquiring the skills to effectively access all library resources and become information literate.

Library Programs and Services appropriate for Teens

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

Trained and knowledgeable staff specializing in teen services

Library staff is knowledgeable about adolescent development and age appropriate resources for young adults inclusive of those with special needs. The library provides services by teen specialists as well as by others who are trained to serve teens.)

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

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

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

Safety and conduct of children in the library policy

Policy Number:

O-11-10

Approval Date:

June 13, 2018

Effective Date:

June 13, 2018

Review Date:

June 2020

Notes:

  • Approved: June 13, 2012
  • Revised: June 11, 2014
  • Revised: June, 2016
  • Reviewed: June 13, 2018

Purpose

The Grimsby Public Library welcomes children of all ages to use its facilities and services. Library staff is trained to assist children in using the library but cannot assume responsibility for the safety and well-being of children left unattended in the building. Parents and caregivers are reminded that the Library is a public building with all the inherent dangers of such a setting. Library policies and services are designed to provide a safe and welcoming environment for clients of all ages but parents need to use the same caution with their children at the library as they would in any other public setting.

In an effort to ensure their safety and well-being within a public facility and to maintain an atmosphere of appropriate library use, the following policy has been adopted.

Definitions

For the purposes of this policy:

  • A "child" is any person under sixteen years of age unless otherwise specified.
  • A “parent” is any person who is either the natural, adoptive, or foster parent of the child.
  • A “caregiver” is anyone over 12 years of age to whom the parent has given responsibility for the care of the younger child.

Guidelines

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

The Library acknowledges the following terms as stipulated in the Child and Family Services Act (CFSA) with regards to supervision of children.

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.”

Children under the age of 10 must be accompanied by an adult or caregiver while in the library.

If a child is left at the library at closing time or in the event of an emergency situation or closure the staff person in charge will attempt to contact the parents or caregivers. If the parent or adult caregivers cannot be contacted within 15 minutes after closing, staff will notify the police. Staff will remain with the child until the police arrive. Under no circumstances will library staff transport or take the child away from the library building.

Conduct of Children in the Library

Parents, or their designated caregivers, are responsible for the conduct of their children in the library as outlined below:

  • Children ages 10 and over may use the library independently on a regular basis, but parents are still responsible for the behavior of any children while in the library.
  • Parents or caregivers must ensure that children requiring supervision are brought to the library with a responsible caregiver.
  • Parents or caregivers are responsible for supervising their child’s access to all library resources including the Internet and Media Lab technologies.
  • Children under the age of 10 must have a parent or caregiver in the immediate vicinity unless they are participating in a library program.
  • Parents or caregivers who do not attend a program with the child under the age of 10 must remain on the premises.
  • Library staff may request that a parent or caregiver be present to sign a child in and out of a program.

Unattended Children in the Library

In most circumstances, the health and safety of children, particularly older children and teens, is not an issue. However, library staff will intervene when they become aware that a child in the library is in these, or similar situations:

  • A child is alone, visibly upset or ill;
  • A child under the age of 12 is left alone with younger siblings;
  • A child is alone and doing something dangerous, or another person in the library seems to be a danger to the child or is causing the child to be uncomfortable;
  • A child is alone, and is not following library rules after reasonable warnings;
  • A child is left alone at the library at closing time.

Duty to Report

  • 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 FACS if they suspect that a child or youth under the age of 16 is or may be in need of protection.
  • 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.
  • 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/Chief Librarian and together they will promptly report the suspicion and the information upon which it is based to the local FACS (Family and Children’s Services Niagara), as stated in the CFSA.s.72 (1). If the CEO/Chief Librarian is not available each individual has the right and the duty to report their suspicions and the information upon which it is based to the local FACS. 

Requests for information regarding Truant children

As a public facility, the library does not monitor the activities of its customers unless there is a problem with conduct or a child is inappropriately left alone as outlined above.

If a school age child is noticed to be spending considerable time in the library during the school day, staff may check with the child and ask that a parent confirm with the library that he/she is aware of the child's whereabouts.

Requests for Information regarding Missing Children/Runaways

Staff will not give information to any person over the telephone as to whether a child is currently in the library or has been in the library recently. Staff may offer to take a message and ask the child to call the person back. If a subpoena, warrant or court order is presented in person, staff must cooperate with police or other authorities in helping to locate a missing child.  In the case of a missing child, Library staff may share information with “a law enforcement agency requesting specific personal information, where the request is supported by a formal warrant or otherwise required by the law” or as indicated in the Grimsby Public Library Privacy Policy.  All such requests must be documented on the Grimsby Public Library’s Disclosure of Personal Information form created for this purpose.

Contravention of Policy

The Grimsby Public Library Board reserves the right to remove the privileges of any library user found in contravention of the Grimsby Public Library Board’s policies. Consequences may include: a warning; a directive to vacate the premises; suspension of library privileges; prohibition from the library building and premises by way of issuing a Notice of Trespass; and/or laying criminal charges.

A child’s failure to comply with the Grimsby Public Library Code of Conduct or other library policies may result in consequences deemed by library staff to be appropriate to the behavior.  The library may require children who are in chronic violation of library rules to be accompanied by a parent / caregiver during library visits for a period to be determined by the CEO/Chief Librarian.

Appeal Process:

  • An appeal may be submitted, in writing, to the Chair of the Library Board for board consideration.  Only one appeal will be considered during the term of the suspension.
  • Application must be made, in writing, for re-instatement of library privileges; library privileges are not automatically re-instated.
  • The decision of the Library Board shall be considered final.
Social media policy

Policy Number:

0-13-14

Approval Date:

December 11, 2019

Effective Date:

December 11, 2019

Review Date:

December 2021

Notes:

  • Approved: December 12, 2013
  • Revised December 9, 2015
  • Revised December 13, 2017
  • Revised December 11, 2019

Purpose

The Social Media Policy establishes the accepted practices for Library staff engaged in use of social media.  Official Library social media and web 2.0 technologies and channels may include but are not limited to Facebook, Twitter, YouTube, Blogs, Instagram and Pinterest.

Social media provides an excellent way to reach out to large numbers of people. The Library uses social media as an effective communication tool that is intended to encourage information sharing and dialogue. The use of social media needs to be consistent with strong business practices and be a viable means to achieving the goals and objectives identified in the Library’s strategic plan.

Guidelines

Definitions
Social Media:

e-technologies and practices that are used to share opinions and information, promote discussion and build relationships online. There are thousands of different platforms and formats within social media including social networking sites, information sharing sites and blogging or personal publishing sites.

Messages:

includes online communications such as posts, blog posts, wall posts, tweets, document posting, video posting, comments, replies, direct messages, events and invitations. 

Participation

All staff members may be called upon to assist in populating the Library’s social media channels.  Messages and posts will be simple and engaging. They will link the reader to further information on the Library’s websites or other external resources.  Employees interested in engaging in social media on behalf of the Library must first seek approval or direction from the CEO, their immediate supervisor, or the A/V & New Media Coordinator.  Employees representing the Library via social media outlets are expected to conduct themselves as representatives of the Library at all times and in accordance with the Library’s Employee Code of Conduct, the Town of Grimsby’s Information Technology Use PolicyWorkplace Violence Policy, Workplace Harassment Policy and the Communications Policy.

Disclosure

Official social media channels shall clearly indicate they are maintained by the Grimsby Public Library and shall have Library contact information or web addresses prominently displayed.  Each site shall include an introductory statement which clearly specifies the purpose and topical scope of the social media site and the Library’s direct contact information.  Wherever possible, visitors to the social media channels will be encouraged to contact the Library directly for matters of requests for service or complaints.

Posting Guidelines

Content, comments or links containing any of the following will not be allowed on Library social media channels. This includes comments by staff or members of the public.

  1. Content in violation of the Town of Grimsby’s Workplace Violence Policy and Workplace Harassment Policy;
  2. Slanderous or defamatory remarks, obscene language or sexual content;
  3. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, colour, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation;
  4. Promotion of commercial services or products other than sponsors, affiliations, or partnerships supported by the Library;
  5. Promotion of political candidates;
  6. Promotion of illegal activity;
  7. Information that may compromise the safety or security of the public or public systems; and,
  8. Confidential customer or staff information.

The Library reserves the right to restrict or remove any content that is deemed in violation of this policy or any applicable law. Further, if any party repeatedly submits materials or comments that are deemed inappropriate by the Library, the Library reserves the right to block access from that sender.

Social media content created by an employee as part of his or her employment responsibilities is the property of the Library and not the employee.

Staff and Library Board members are encouraged to promote GPL posts on personal social media accounts as appropriate. However, they are not required to use personal social media accounts for work-related purposes and activities.

When using social media for personal use and when identifiable as a Library employee or Board member, staff and Library Board members must be aware of their role in the organization and the potential impact of their communications on the brand, reputation and service values of the Grimsby Public Library and act appropriately and with good judgment.

All Library social media channels shall adhere to applicable provincial, federal and local laws, regulations and applicable Library or Town policies. However, the Library cannot be held responsible for the policies specific to a particular third party site.

Availability

The Library will monitor social media channels during regular open hours. As customer service is a priority, we will attempt to respond to all inquiries via social media in a timely manner; however, contacting the Library is recommended when time sensitivity is an issue. The Library assumes no responsibility for lack of service due to channel-related downtime or issues.

Related Policies

Code of Conduct

Employee Code of Conduct, Performance and Disciplinary Action Policy

Internet and Technology Use Policy

Privacy Policy

Succession planning policy

Policy G-22-23

Volunteer policy

Policy Number:

0-11-06

Approval Date:

October 9, 2019

Effective Date:

October 9, 2019

Review Date:

October 2021

Notes:

Approved:

October 12, 2011

Revisions:

  • Revised October 9, 2013
  • Revised October 14, 2015
  • Revised October 11, 2017
  • Revised October 9, 2019

Purpose

The purpose of this policy is to define the roles and responsibilities for volunteers within the Grimsby Public Library. It is the policy of the Grimsby Public Library to support community volunteer participation in our organization. Volunteers help make the Grimsby Public Library a better library not only by contributing their expertise, knowledge, and time but also by strengthening the link to the communities we serve.

The objective of this policy is to arrange volunteer participation under the direction and supervision of library staff in order to ensure the safety and security of clients, staff and volunteers.

Guidelines

Definitions

A volunteer is a person who performs assigned tasks for the Grimsby Public Library without wages, benefits, or compensation (including travel expenses) of any kind.

Volunteers do not replace paid Library staff, but enhance and extend their services, and are not considered as employees of the Grimsby Public Library. 

Recruitment and Orientation

The CEO & Chief Librarian has the responsibility for the implementation of this policy. The on-site management of volunteers is the responsibility of the on-site library staff. Opportunities for volunteer placements are identified by the CEO & Chief Librarian, Library staff or Board. The Library accepts the service of all volunteers with the understanding that such service does not constitute an obstruction to or conflict with the provision of library services to customers or others. Services may be staffed by volunteers only when such an arrangement will enhance the quality of library service.

  • Volunteers will be recruited based on the suitability to perform a task on behalf of the Library. All volunteers will be given an orientation as appropriate and relevant to the policies, procedures, roles, responsibilities and expectations for volunteers.
  • All volunteers are required to complete an application form prior to being assigned to a volunteer position. Potential volunteers may be interviewed to ascertain their suitability, interest and ability to undertake the position. In placing a volunteer in a position, attention shall be paid to the interests and capabilities of the volunteer, and to the requirements of that volunteer position.
  • The Library reserves the right to show due diligence in determining the appropriateness of an assignment for any volunteer. Additional documentation may be required by the Library.  All volunteers over 18 years of age, dependant on their volunteer role and at the discretion of the CEO & Chief Librarian, may be required to provide a satisfactory Police Records Check or Vulnerable Sector Check from the Niagara Regional Police.  The Library will provide the Volunteer candidate with a letter noting that the specific Police Check is a requirement of the volunteer role. Upon receipt of a successful Records or Vulnerable Sector Check, the Library will reimburse the Volunteer for the cost of obtaining the document.
  • The minimum age requirement for volunteers is 12.
  • Volunteers may not be appointed if a member of their immediate family is already a paid staff member or Library Board Member. The CEO & Chief Librarian may overlook this consideration in light of the task to be performed, the duration and the desired outcome.
  • ·         All personal information about volunteers is collected for internal purposes only in accordance with the Library’s Privacy Policy.
  • Volunteers are to receive a copy of the Volunteer Policy upon commencement of their assignment.
  • All volunteers will be provided with the necessary training to perform their volunteer duties.
Volunteer Responsibilities
  • Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information that they may be exposed to while serving as a volunteer whether this information involves single members of staff, volunteers, customers, or other persons, or involves the overall business of the Library. Failure to maintain confidentiality may result in immediate termination of volunteer duties and/or other corrective action. Volunteers do not speak on behalf of the library. 
  • Volunteers must be covered by their own vehicle insurance where their voluntary activity involves the use of a vehicle. Volunteers are responsible for all costs associated with the use of their vehicle and are liable for their own parking tickets and/or fines related to driving offenses.
  • Volunteers agree that the Library may at any time, for whatever reason, decide to terminate the volunteer's relationship with the Library, or to make changes in the nature of their volunteer assignment.
  • When expecting to be absent from a scheduled volunteer duty, the volunteer should inform their staff supervisor in advance so a replacement can be found. Continual absenteeism will result in a review of the volunteer’s placement.
  • Volunteers are responsible for presenting a good public image, and must dress appropriately for the conditions and performance of their duties.
  • Volunteers are representatives of the library and will abide by all library policies.
  • The Library will, upon request from the volunteer, provide a letter of reference to the volunteer when appropriate.
Volunteer Termination

The Grimsby Public Library Board reserves the right to at any time and for any reason to terminate a volunteer’s relationship with the Library or make changes to the nature of the volunteer assignment.

Contravention of Policy

The Grimsby Public Library Board reserves the right to remove any Library users Library privileges if the user contravenes any of the Grimsby Public Library Board’s policies.

Related Policies

  • Code of Conduct
  • Grimsby Author Series Policy

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