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Policy Terms of Reference and Definitions Updated: 2020-Oct-06
The Falher Regional Intermunicipal Library Board is a volunteer Board appointed by the Town of Falher and Village of Donnelly to administer public library services on their behalf.
Legally, we are the Falher Regional Intermunicipal Library Board, but our Library operates as the Falher Library / Bibliothèque Dentinger in order to honour and recognize our library’s history in our bilingual communities.
Under the Libraries Act, our Board is charged with the full management and control of the library; to organize, promote and maintain comprehensive and efficient public library service for our municipalities.
Library boards have full responsibility for the development of policy for library service in their communities. These policies are principles or guidelines to help define the role of the Library Board and provide consistency with how the Board operates and makes decisions to achieve its mission.
Policies guide staff and provide direction to help ensure day-to-day services, activities and programs are congruent with the Board’s Library Service Priorities and identified community needs, as outlined in the Plan of Service. Our policies are given legal status based on the Library’s Bylaws (Adopted March 15, 2016, Revised March 9, 2017, March 5, 2018); to manage risk and provide legal protection to the Board, Employees, Volunteers and Library property.
This document replaces all existing policies in entirety. Until September 12, 2017, we were operating under the policies of the Town of Falher Library (Adopted March 15, 2016).
Policies will be reviewed at least every five years, in conjunction with the preparation of each Plan of Service. Any emergent issues will be dealt with at Board Meetings.
Detailed library operating procedures are generally developed by Library Staff, as required, within the guidelines of Library Policy. Some Board-developed procedures regarding safety are included in this document.
ROLE OF THE LIBRARY POLICY NUMBER: A1
The role of the Library is to provide bilingual (French and English) resources, programs and public library services to the citizens of the Town of Falher, Village of Donnelly and surrounding area including the Municipal District of Smoky River #130 and Village of Girouxville.
OBJECTIVES OF THE LIBRARY POLICY NUMBER: A2
The Objectives of the Library are to:
A. Serve the community as a centre of reliable information in both French and English.
B. Establish, maintain and preserve in an organized collection, items of an educational, cultural and recreational nature.
C. Encourage people of all ages and educational levels to fully utilize library services.
D. Provide opportunities for recreation through the use of literature, films and other art forms such as performers and summer programs.
E. Seek continually to identify community needs and prioritize library services to help meet those needs.
F. Collaborate with other groups, when appropriate, in providing programs or services
DUTIES OF THE BOARD POLICY NUMBER: B1
The Board is responsible for the management and control of the Library and shall, in accordance with applicable legislation, organize, promote and maintain comprehensive and efficient regional public library services as trustees appointed by the municipalities that are parties to the Intermunicipal Agreement (Appendix A).
All Board members shall be committed to the objectives of the Library and accept a share of the tasks involved in carrying them out to the best of their ability.
Board Responsibilities Include:
A. To routinely develop, review and update the Library Plan of Service, to ensure the library is providing services that are appropriate to the needs of the communities of the Town of Falher and Village of Donnelly, and surrounding area.
B. To secure adequate funding to carry out these objectives, and to prioritize and approve the expenditure of library funds.
C. To prepare an annual budget, and forward it to the parties to the Intermunicipal Agreement, including the requested amounts to be paid by each municipality, by December 1st of each year.
D. To establish policies governing library finances, including controls and annual independent review of the library’s financial statements and accounts, including receipts, payments, credits and liabilities.
E. To establish policies governing programs, library operations and personnel.
F. To determine library staffing requirements, and employ and train staff accordingly, to provide comprehensive and efficient local library service, as well as to support library systems our municipalities are members of.
G. To enter into contracts, partnerships and agreements with other parties, as required, to provide library services and programs.
H. To ensure parties are routinely updated in accordance with contracts, funding requests, grant reporting requirements, partnership agreements; and any required annual reporting (as outlined in Alberta Library Regulations and other legislation), including:
I. To form Ad Hoc Committees as required for purposes identified by the Board. Committees will consist of a minimum of two trustees. The Chair will be an ex officio member of all committees.
BOARD COMPOSITION AND TERMS OF OFFICE POLICY NUMBER: B2
A. The Library Board shall consist of not fewer than seven and not more than ten members.
Board appointments shall be made by the member municipalities in accordance with the Intermunicipal Agreement (Appendix A).
Library Board Directors are trustees appointed by municipalities, providing public library service on their behalf.
B. Member-at-large appointments to the Library Board shall be for a term of up to three years. Councillors are appointed annually as part of Councils’ organizational meeting.
C. A member of the Library Board is eligible to be reappointed for only two additional consecutive terms of office, unless at least two-thirds of the appointing Council passes a resolution stating that the member may be reappointed as a member for more than three consecutive terms. D. A person who is an employee of the Library is not eligible to be a member of the Library Board.
E. Library Board members are not eligible to be members of the Friends of the Falher Library Society.
F. A person is disqualified from remaining a member of the Board if he/she fails to attend, without being authorized by a resolution of the Board to do so, three (3) consecutive regular meetings of the Board, as per The Alberta Libraries Act, Part 5, and Section 31 (1).
G. The Board will conduct an annual organizational meeting to elect the Executive, which consists of the Chairman, Vice-Chairman, Secretary and Treasurer Positions.
H. A Board Member may resign their position by providing written notice to their appointing municipality, with a copy to the Chairman.
BOARD CODE OF CONDUCT POLICY NUMBER: B3
The Board is a body corporate under the Libraries Act, accountable to administer and keep the public trust and is responsible for the management and control of the Board and the services the Board and Library delivers. The duties demanded of members of the Board are:
A. Duty of Integrity – to act honestly and in good faith.
B. Duty of Loyalty – to give his or her loyalty to the organization when acting on behalf of the Board, including support of all Board decisions reached by quorum, regardless of whether the trustee was present or in favour of the motion.
C. Duty of Care – to act in a prudent and diligent manner, keeping himself or herself informed as to the policies, business and affairs of the organization.
D. Duty of Confidentiality – notwithstanding the need of members to make an informed decision on an issue before the Board by obtaining input from internal and external communities, members are to ensure that information which is normally considered confidential (i.e. financial, personnel and patron issues) remains so.
E. Duty of Skill – to use one’s level of knowledge and one’s expertise effectively in dealing with the affairs of the organization.
Conduct of members contrary to the above duties may be subject to review by the Board, and subsequent punitive action.
Counsel on these matters will be sought from the Attorneys of the Town of Falher and Village of Donnelly if deemed necessary by the Board and Falher and Donnelly Councils.
All Trustees will be asked to review and provide written acceptance of this Code of Conduct as a condition of their appointment.
I, ____________________________ have read, fully understood and agree to abide by the terms and conditions as set out in the following policies: Duties of the Board, Board Composition and Terms of Office, and Board Code of Conduct.
Signed: ___________________________ Date: ______________________________
HOW TO BECOME A LIBRARY TRUSTEE POLICY NUMBER: B4
A. Members of Council are appointed as Trustees to the Board annually as part of the annual organizational meeting.
B. As vacancies arise, members-at-large are appointed by the Town of Falher and the Village of Donnelly, in accordance with the Intermunicipal Agreement.
C. Vacancies will be publically advertised, requesting that people submit a written application for consideration to be appointed as a library trustee.
D. Candidates will be given the opportunity to attend public Board Meetings as a guest, and may be provided general information to assist with their decision, including copies of the following Board Policies.
E. Upon appointment to the Board, Trustees will be asked to sign off on the Code of Conduct, and may be asked to provide a Police Information Check, including a Vulnerable Sector search.
The Library will reimburse trustees for any costs for these documents.
An update may also be requested every three years, upon reappointment, within 30 days of their anniversary date.
TRUSTEE ORIENTATION AND CONTINUING EDUCATION POLICY NUMBER: B5
A. Upon appointment to the Board new Trustees shall be given a brief tour and overview of library services, by the Chairman and Library Manager.
They will also be given a copy of the following:
If requested, they will also be provided access to historical documents, including
minutes from previous meetings, financial statements, and grant applications.
B. Each trustee is also encouraged to attend a Public Library Services Branch (PLSB) Board Basics Workshop.
Expenses incurred for attendance at Library Conferences, seminars and workshops must be pre-approved by the Board and will be reimbursed in accordance with the Board and Staff Expenses Policy.
BOARD MEETINGS POLICY NUMBER: B6
Special resolutions to update governance documents require the approval of 2/3 of
current Board Members.
a. General The meetings of the Board and its committees shall be governed by:
i. Policies and Bylaws of The Falher Regional Intermunicipal Library Board;
ii. The Alberta Libraries Act; and
iii. Roberts Rules of Order
b. Public and In-Camera Meetings All Board meetings shall be open to observers
from the public unless the matters under Board consideration pertain to:
i. Personnel, salaries, and conditions of employment;
ii. The conduct, discipline, suspension et al relating to individual
iii. Board liability and legal opinions respecting to liability of interest of the
iv. Acquisition, dispositions or security or real property;
v. Discussions on the calling of tenders for facilities construction;
vi. Contracts where it is in the best interest of the organization to maintain
vii. Budget discussions;
viii. Any other topic which in the opinion of the majority of the members
of the Board is of a confidential nature.
c. Confidentiality The details of any matter discussed in an in-camera session of
the Board shall be held in strict confidence by all those in attendance. By
resolution of the Board, any of the matters discussed in-camera may be
brought forward for discussion at a public meeting.
All Directors also accept that decisions are made on a majority basis by
Trustees present at each meeting after due deliberation and that it is the
obligation of all Board members to abide by and support, rather than
Board members may not publicly criticize other Board members or Library
d. Emergent Meetings Where deemed necessary by the Chairman, emergency
meetings may be called.
e. Conference Meetings A member of the Board may participate in a meeting of
the Board or of any committee of the Board by means of a conference
telephone, or other communication device by means of which all members
participating in the meeting can communicate with each other.
A member participating in accordance with this article shall be deemed to be
present at the meeting and shall be counted in the quorum.
f. Telephone / Email Polling A telephone / email poll shall be conducted between
meetings if, in the judgement of the Chairman, the affairs of the organization
would suffer serious harm if a decision on the matter in question were
postponed. All Board members, if possible, shall be polled. The results of the
telephone / email poll shall be ratified by Board resolution at the next
meeting of the Board.
g. Meeting Notice At least 48 hours’ notice shall be given of all extraordinary
Board and committee meetings. Notice of upcoming meetings of the Board
shall be given at the previous regular meeting of the Board, and will also be
posted on the Library’s website for public information.
h. Attendance Attendance at Library Board meetings and appointed committee
meetings is mandatory. If a Trustee is unable to attend a meeting, regrets are
expected to be given to the Chairman in advance of the meeting (if possible).
A person is disqualified from remaining a member of the Board, if that person
fails to attend, without being authorized by a resolution of the Board to do so,
three (3) consecutive regular meetings of the Board.
Per the Libraries Act, Section 31 (2), a disqualified Board member is deemed to
have resigned their seat and notification will be sent to the appointing
municipality by the Chairman.
RESPONSIBILITIES OF THE BOARD EXECUTIVE POLICY NUMBER: B7
The Chairman shall:
The Vice-Chairperson shall:
The Secretary shall:
The Treasurer shall:
Financial highlights will be reported routinely to the Board at regular meetings.
Annual financial statements will be prepared for Board information and acceptance
prior to external review. The Treasurer will act as Board liaison for the financial review.
ACTIONS OF THE BOARD AND CIRCULATION OF MINUTES POLICY NUMBER: B8
ACTIONS OF THE BOARD
The action of the Board upon any matter coming before it shall be evidenced by resolution, and the entry of which in the Minutes of the Board shall be evidence of the action taken.
CIRCULATION OF MINUTES
A. The minutes of Board meetings will be prepared and sent to all members of the Board for review at least one week prior to the next scheduled Board Meeting.
B. Once approved, the minutes will be signed by the Chairman, and filed as permanent record.
C. Electronic copies of approved minutes for all public meetings will also be posted on the Library website for municipal, Library Manager and funding partner reference, and public information.
COMPLAINTS BY PATRONS POLICY NUMBER: B12
A link is provided on the Library website to send an email directly to the Board at
This form is also used to document complaints that are dealt with directly by Staff.
The Board’s decision in such matters shall be final and not be subject to appeal.
LIBRARY EMPLOYEE & VOLUNTEER CODE OF CONDUCT POLICY NUMBER: C3
Since the Falher Library / Bibliothėque Dentinger is a public service facility, the following expectations and guidelines are for library staff and volunteers to follow in how they present themselves to each other and to library users and how they interact with each other and library users.
CODE OF ETHICS
Library Services values the provision of excellent customer service. Every person is important and has unique individual needs that are treated with respect. The Library has adopted the Code of Ethics of the American Library Association (January 22, 2008) as a guideline for public service and collegial relations as follows:
All Employees and Volunteers will be asked to review and provide written acceptance of this Code of Ethics as a condition of employment.
I, ____________________________ have read, fully understand and accept the terms and conditions of employment and/or volunteering as set out in the Library Employee & Volunteer Code of Conduct.
I also agree to abide by Falher Library / Bibliothèque Dentinger Policies and Procedures.
Signed: ___________________________ Date: ______________________________
APPENDIX E Updated: 2020-Oct-06
FALHER LIBRARY / BIBLIOTHÈQUE DENTINGER
JOB DESCRIPTION – LIBRARY VOLUNTEER
Volunteers are important in the operation of the local library. It is because of their help that the library is able to better serve patrons and ensure the smooth operation of the library.
Volunteers may be asked to perform basic library functions such as the following:
The volunteer may also be asked to:
Volunteers in a library with paid staff will not:
What the library expects of its volunteers:
Volunteers are important and have the same responsibility to complete assigned tasks with care and attention to detail, and serve patrons in a friendly, efficient and helpful manner.
Volunteers are expected to meet commitments made to the library including being punctual, coming to work at assigned times or advising library staff if they will not be able to come.
Volunteers will follow safe work procedures in compliance with Occupational Health and Safety legislation.
What the volunteers should expect of the library:
Volunteers have the right to be treated with courtesy and respect. They have the right to be treated as an employee and not just as free help. They have the right to seek and expect assistance and clarification from any staff member if they do not understand an assignment.
APPENDIX F Updated: 2020-Oct-06
VOLUNTEER TASK SHEET
General Description of Assignment
Analysis of Tasks
Expected End Results and Timelines
Supervisor’s Signature Volunteer’s Signature
APPENDIX G Updated: 2020-Oct-06
RECORD OF VOLUNTEER WORK
Record of Volunteer Work Performed on Behalf of the Falher Library / Bibliothėque Dentinger
VOLUNTEER NAME: _____________________________________________
SAFETY AND USE OF LIBRARY FACILITIES POLICY NUMBER: D1
Patrons will not be permitted into the Library except during designated open hours,
unless attending a program, or if authorized by the Library Manager. For this policy,
"patrons" includes off-duty staff and library volunteers, including members of the Board
and Friends of the Falher Library Society.
If non-behaving patrons refuse to leave when requested, Employees will also have the
right to request help from the police.
Employees are not expected to undertake heroic measures in any crisis situation.
SAFETY & UNATTENDED CHILDREN IN THE LIBRARY POLICY NUMBER: D2
We strive to be a safe, community space and encourage children to use the Library, but parents and caregivers are ultimately responsible for the safety and supervision of their children, including monitoring their childrens’ reading and internet use.
We encourage parents to accompany their children to the library and participate in library activities and programs with them.
For activities such as movie nights, story times and the Summer Reading Program, this may be required to help ensure adequate supervision.
Children under the age of 5 must be accompanied by a parent or caregiver at all times.
Older children are welcome to come to the Library after school, but Library employees are not responsible for unattended children in Library facilities or surrounding premises.
Unattended Internet Usage by Minors (children under the age of 18)
Children are entitled to access all information and facilities in the Library. As with other library materials, children's access to the Internet and other electronic networks is the responsibility of parents and guardians.
Library Managers monitor public station use, but we cannot guarantee that unattended childrens’ in-library reading or internet choices are supervised or appropriate.
Unaccompanied Children During Scheduled Public Library Evening Hours
To ensure child safety at night, all children under the age of 13 must be accompanied at all times by a responsible adult, or someone designated by their parent or guardian.
Employees and volunteers are not authorized to accompany children home.
If employees are concerned about a child’s welfare, authorities may be contacted.
LIBRARY CODE OF CONDUCT POLICY NUMBER: D3
To ensure that all visitors to the Library are able to use the resources and services available at the Library in a safe and comfortable manner, the following guidelines for behaviour have been determined. Violation of these guidelines may result in the loss of Library privileges as well as the right to enter the Library building. This policy will be publically posted. All visitors to the Library are required to respect Library staff and other Library users.
Behaviour that may interfere with Library services or the enjoyment of the Library by other users is prohibited. This behaviour includes, but is not limited to:
● Harassment or abusive or threatening language or behaviour to other visitors or staff.
● Excessively loud noise or disorderly conduct such as running, loud or abusive language, viewing of pornography, and inappropriate displays of public affection.
● Cell phones and other devices must be used in a manner that does not disturb others.
● Smoking is not allowed. No person shall traffic in, consume, or appear to be under the influence of alcohol or illegal drugs and substances on the premises.
● Defacement or theft of Library property is prohibited.
● Any behavior that negatively affects the safe and efficient operation of the Library.
● Use of furniture, equipment or facilities in a manner for which they were not intended.
● Unattended Children
PUBLIC INTERNET SERVICES AND WIRELESS ACCESS POLICY NUMBER: D4
A. Library public Internet services are provided for educational, informational, and recreational purposes only, not for unauthorized, illegal, or unethical purposes.
B. Public computers and access to the wireless network will be available during regular library hours within the library premises, subject to Internet availability.
C. Usage of public computers or the wireless network implies, and is contingent upon, acceptance of this policy and guidelines. This policy will be publically displayed.
Use of the public access computers and wireless network at the Library is a privilege. Misuse of the computer or Internet will result in the loss of computer privileges.
D. Employees will help people access the Internet, TRAC, Microsoft Office software and printing, and may be able to assist with general questions and offer search suggestions.
E. To minimize risk of damage to the Public Computers and Library Network: a. No food or drink is permitted at the public computer stations. b. Users are not permitted to upload any files, or download anything from the Internet onto the public computers. c. Personal email accounts must be used to send and receive documents.
F. The Library reserves the right to limit Internet use in terms of the amount of time used and to terminate an Internet session at any time, including wireless usage.
G. Library staff have the final authority to ask users to leave the Library if they are disrupting others or engaging in Internet use behaviour that is inappropriate in a public area.
H. Wireless users are responsible for the setup and configuration of their own equipment. Library staff cannot assist in setting up laptops or handheld devices to connect to the Library’s wireless network. Printing is not possible from the wireless network.
I. The Library will not be responsible for damage to a user's computer, or for any loss of data, damage or liability that may occur from the use of these computers or network, whether from computer virus infection, or otherwise. Users will also be solely liable for any illegal activity in which they participate while using the Library’s computers or Wireless internet service.
PUBLIC INTERNET USE AND GUIDELINES
Be Involved: Parents are responsible for monitoring their childrens’ internet use.
The Internet workstations do not have content filters and all members of the public, including children, have access to them. Library Managers may direct children to clearly visible stations.
Library Managers monitor public station use, but we cannot guarantee that unattended children’s inlibrary reading or internet choices are supervised or appropriate. If the Library Manager identifies a concern, they are authorized to redirect the child to more appropriate material, and may notify the parent if this is a recurring issue.
Be Careful: Users are responsible for any losses or damages that occur as the result of any online transactions conducted while using the Library’s Internet connection.
The Internet is not a secure medium and third parties may be able to obtain information about users’ activities. Please use caution before providing any personal information over the Internet. The library assumes no responsibility for the security or privacy of online transactions.
Users should clear their browsing history after each public session. Request assistance from Library staff if you are unsure how to do so.
Be Cautious: The Library has no control over the information accessed through the Internet and is not responsible for its content.
The Internet provides resources for all age levels and reflects many points of view. Patrons should be aware that not all sources give accurate, complete or age-appropriate information. The Library supports the Canadian Library Association's Statement on Intellectual Freedom, and users must assess the validity of the information found.
Be Courteous and Respectful: Users must respect the privacy of others using the Library’s public Internet access workstations.
Public use computer Internet workstations are located in open areas shared by library patrons of all ages, backgrounds, and sensibilities. Individual users must be respectful of other library patrons when accessing the Internet from these workstations.
Be Responsible: You must not use the Internet for any unethical or illegal purposes.
In accessing the Internet, you are subject to federal, provincial and municipal legislation related to Internet use, including the provisions of the Criminal Code.
The Library is not responsible for any patron misuse of copyrighted materials or violation of software licensing agreements. Illegal use of the Internet may constitute a criminal offence for which the patron will bear sole responsibility.
COMMUNITY USE OF FACILITY POLICY NUMBER: D5
The Library Manager is responsible for coordinating use of the facility on behalf of the Board, and decides what library programs, and other organized activities will be conducted on library premises.
Programs, meetings, and other use of the facility by organized groups are generally not conducted during the operating hours of the CRC to help assure the privacy of CRC clients and library patrons.
Social media, including links on the Library’s website and Facebook page, as well as use of the SRRED Community Calendar shall be the preferred method of promoting other community groups and their events, since we do not have a physical community bulletin board within the building.
The library is a community facility, and is available for rental outside of normal operating hours.
A Community Use of Facility Request (Appendix E) must be approved for all of these requests, and retained for insurance purposes.
The Board may reduce or waive fees for facility rental where programs or events are being held in partnership with other organizations, or based on the Library Manager’s recommendation.
A staff or Board member will provide access and must be on-site during the usage of the library, so rental is subject to staff / volunteer availability.
The renter is responsible for setup and cleaning to leave the library in the same condition as found.
Refer to Library Bylaws, Schedule A for fees and additional details.
WORKPLACE VIOLENCE & HARASSMENT POLICY NUMBER: D7
The Board is committed to maintaining an abuse-free environment in which all people behave with respect for one another and work together to achieve common goals. Acts of violence and harassment can destroy individual dignity, lower morale, engender fear, and break down work unit cohesiveness.
No employee or any other individual affiliated with this organization shall subject any other person to violence or harassment, or allow or create conditions that support workplace violence.
Any act of violence or harassment committed by or against any individuals affiliated with the Falher Library / Bibliothėque Dentinger is unacceptable conduct and will not be tolerated.
The Board shall ensure that trustees, employees and volunteers understand how to recognize workplace violence and/or harassment and that they are familiar with the procedures for responding to, reporting on and for the investigation of such incidents in the workplace.
The Board is committed to investigating reported incidents of violence and/or harassment in an objective and timely manner; taking necessary action; and providing appropriate support for victims.
The purpose of this policy is to ensure that:
A. Individuals are aware of and understand that acts of violence and/or harassment are considered a serious offence for which necessary action will be imposed.
Recognizing Violence and/or Harassment
Acts of violence or harassment can take the form of physical contact or non-physical behaviors, and can include, but would not be limited to:
B. Those subjected to acts of violence and/or harassment are encouraged to access any staff assistance they may require in order to resolve the issue and/or submit a complaint (refer to Appendix B). No action shall be taken against an individual for making a complaint unless it is made maliciously or without reasonable and probable grounds.
C. Individuals are advised of available recourse if they are subjected to, or become aware of situations involving violence and/or harassment (refer to Appendix B).
Library employees engaging in acts of violence or harassment may be subject to disciplinary action commensurate with the incident, up to and including dismissal.
For acts of violence or harassment by individuals outside of this organization, action taken will be commensurate with the incident up to and including temporary or permanent withdrawal of services or legal action.
STATEMENT OF INTELLECTUAL FREEDOM POLICY NUMBER: E1
The Falher Library / Bibliothèque Dentinger and Board subscribes to the Canadian Library Association’s Statement on Intellectual Freedom and Libraries:
“The Canadian Library Association recognizes and values the Canadian Charter of Rights and Freedoms as the guarantor of the fundamental freedoms in Canada of conscience and religion; of thought, belief, opinion, and expression; of peaceful assembly; and of association.
The Canadian Library Association supports and promotes the universal principles of intellectual freedom as defined in the Universal Declaration of Human Rights, which include the interlocking freedoms to hold opinions and to seek, receive and impart information and ideas through any media and regardless of frontiers.
In accordance with these principles, the Canadian Library Association affirms that all persons in Canada have a fundamental right, subject only to the Constitution and the law, to have access to the full range of knowledge, imagination, ideas, and opinion, and to express their thoughts publicly. Only the courts may abridge free expression rights in Canada.
The Canadian Library Association affirms further that libraries have a core responsibility to support, defend and promote the universal principles of intellectual freedom and privacy. The Canadian Library Association holds that libraries are a key institution in Canada for rendering expressive content accessible and affordable to all. Libraries are essential gateways for all persons living in Canada to advance themselves through literacy, lifelong learning, social engagement, and cultural enrichment.
Libraries have a core responsibility to safeguard and facilitate access to constitutionally protected expressions of knowledge, imagination, ideas, and opinion, including those which some individuals and groups consider unconventional, unpopular or unacceptable. To this end, in accordance with their mandates and professional values and standards, libraries provide, defend and promote equitable access to the widest possible variety of expressive content and resist calls for censorship and the adoption of systems that deny or restrict access to resources.
Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination.
Libraries have a core responsibility to safeguard and defend privacy in the individual’s pursuit of expressive content. To this end, libraries protect the identities and activities of library users except when required by the courts to cede them.
Furthermore, in accordance with established library policies, procedures and due process, libraries resist efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.
Library employees, volunteers and employers as well as library governing entities have a core responsibility to uphold the principles of intellectual freedom in the performance of their respective library roles.”
Approved by Executive Council - June 27, 1974; Amended November 17, 1983; November 18, 1985; and September 27, 2015
LIBRARY SERVICES POLICY NUMBER: E2
A. The Library provides public library services on behalf of the Town of Falher and Village of Donnelly, and surrounding area. Library services are provided in both French and English.
The portion of the Library used for public library purposes is open to any member of the public free of charge during the hours of public operation set by the Board.
B. The Falher Library / Bibliothèque Dentinger and Board subscribes to the Canadian Library Association’s Statement on Intellectual Freedom and Libraries.
In accordance with this statement, Library employees are responsible for the selection, organization and control of a balanced, representative, in-house collection of resources representing diverse viewpoints; while meeting the most prevalent resource needs of our communities, within constraints of budget, space, and resource availability.
C. Employees provide guidance and assistance to enable the public and library patrons to find the information and resources they seek: through reference to and free in-house use of our local collection, by accessing available public information using the Library’s free internet service and computers, by using our public services and participating in programs, and finally by helping people connect with other community members, groups and services.
The library’s knowledgeable staff also assist patrons with accessing library information and resources in addition to our local collection. This is made possible through municipal membership in PLS, which allows our Library to participate in Alberta-wide resource sharing through cooperative networks (including TRAC and TAL). TRAC/TAL cardholders are able to access physical resources through interlibrary loan, as well as E-content, including downloadable eBooks, audiobooks, movies, magazines, newspapers, and many other resources and databases.
D. Day-to-day services, activities and programs are congruent with the Board’s Library Service Priorities, to help meet our communities’ needs, as outlined in the Plan of Service.Periodic reviews will be made of library services to determine whether the needs of our communities indicate that present services should be modified.
E. The Board will provide a comfortable environment, adequate space, and convenient service hours to meet the needs of our communities, while remaining fiscally responsible. F. The Library provides wireless service and free public computers for access to the Internet, word-processing applications and other electronic resources. Use of these services is subject to the publically posted Public Internet Services and Wireless Access Policy. Printing, scanning and faxing services are also available.
G. Any person using the Library shall conduct him / herself so as to not: disturb other library users, interfere with Library staff and services, or participate in objectionable or illegal conduct on Library premises, as outlined in the posted Library Code of Conduct.
Use of the Library and/or its services may be denied for due cause.
MATERIALS SELECTION POLICY POLICY NUMBER: E3
Collections are the heart of the Library and are essential in fulfilling its goals and mission.
The Library Manager is responsible for the selection of materials for our collection.
Materials are selected to meet the information and entertainment needs of the residents of the library’s service area, and to meet the goals of the library’s Plan of Service.
Materials Selection Principles
Selection is focused on providing materials that people in Falher, Donnelly and the surrounding area want to access. The Library meets the needs of our diverse communities with bilingual collections (French & English) that emphasize:
Patron demand and wait times for materials is another focus of selection.
Inter-library loan is used to enhance customer choices and provide better customer service by borrowing versus buying where: multiple copies of the resource are readily available from other TRAC libraries; and where specialized interest items can be accessed from larger libraries (for example, using TRAC to access the Grande Prairie Public Library’s French Resource Centre), or TAL to access academic libraries or unique collections.
Economy and efficiency are the guiding principles for acquiring material. We strive to provide the widest range of resources to appeal to the broadest local audience possible with a limited budget and space.
Acquiring items through the Peace Library System is preferred, to reduce cost due to increased buying power, reduced staff administration and increased selection options.
D. Selection by Format
New formats are considered and collections established when a significant portion of the community wants the format and has access to the necessary technology, following the principle of listening and responding to community needs.
E. Intellectual Freedom
The Falher Library / Bibliothèque Dentinger and Board subscribes to the Canadian Library Association’s Statement on Intellectual Freedom and Libraries.
In accordance with this statement, Library employees are responsible for selecting materials for our collection which represent diverse viewpoints, within constraints of budget, space, and availability of resources.
The Board does not believe its role, or that of its staff, is to censor materials or act as supervisor of public morals. The presence of materials in the Library does not constitute endorsement of their contents by the Board or its employees.
F. Reconsideration of Materials
Any individual who objects to specific materials in the collection may discuss this with the Library Manager. The individual will be provided with a copy of this policy for their review.
If the patron still objects, they need to complete a written request for reconsideration by the Board. This request must include the title and author of the item in question, the patrons’ specific reasons for concern, and what action they are requesting from the Board. This request can be submitted by email, or by completing a Complaint / Incident form with the Library staff. The Board’s written decision will be sent to the individual making the request.
G. Special Collections
Notwithstanding the selection principles above, the Library maintains special collections of materials based on criteria in addition to community demand. These include:
Career Resource Centre
(Employment Standards, ALIS publications)
Early Literacy Materials
(Educational toys for pre-schoolers and LEAP pads for
French Language Materials
(Reference use only)
Other Public Information
(Government and Public Health Publications)
RESOURCE SHARING POLICY NUMBER: E4
The Falher Library / Bibliothèque Dentinger supports and participates in a provincial resource sharing network among Alberta libraries.
Through municipal participation in the Peace Library System, and their partnerships with The Regional Automation Consortium (TRAC) and The Alberta Library (TAL) our patrons have access to Alberta-wide resources. Our Library works within the Principles of Resource Sharing outlined by Alberta Municipal Affairs, and participates in no fee interlibrary loan of resources within TRAC; with other Alberta libraries through TAL; and through ME Libraries membership.
The Library is able to improve access and quality of library service by participating in resource sharing, including interlibrary loans and information in electronic databases.
We share our resources by lending, and temporarily transferring, local library resources to support requests from patrons of other Alberta public libraries that participate in the Provincial Resource Sharing Network. Our patrons benefit from reciprocity; where other libraries share their materials with our patrons. This results in increasing the range of materials available for all patrons through Alberta-wide borrowing.
Shared Electronic Databases
Electronic resources and databases are available to TRAC card holders of Peace Library System member libraries, through provincial licensing agreements with PLSB and TAL.
A portion of Library allotment funds are dedicated to the purchase of shared electronic resources. From time to time, the Board may provide additional funding to purchase E-resources to meet local needs.
Usage of e-content may be restricted to in-library use only, depending upon licensing.
The Library agrees to abide by all applicable software licensing and usage provisions.
PROVISION OF SERVICES TO THOSE UNABLE POLICY NUMBER: E5
TO USE CONVENTIONAL PRINT
The Library will provide and promote accessible library service to those unable to use conventional print material in our communities by:
A. Including Accessible Materials in our Collection
B. Providing assistance with accessing additional physical, audio and electronic resources using TRAC.
C. Assist with registration, and provide training in how to access and use other service providers including: CELA/CAEB (Centre for Equitable Library Access/Centre d'accès équitable aux bibliothèques) and NNELS (National Network for Equitable Library Service).
These organizations provide downloadable content, as well as other formats which can be mailed directly to their home.
D. Providing Outreach Services to provide and deliver materials to those who cannot come to the Library.
LIBRARY PROGRAMS POLICY NUMBER: E6
A. The library will provide opportunities for education, cultural and recreational programs to stimulate the use of library resources by people of all ages.
This may be done through publicity, displays and exhibits, story hours, book talks, summer programs, special programs, films, webinars and other appropriate means.
B. Programs are developed in response to emerging community needs and interests as well as being offered to sustain demonstrated interests and demands.
Requests by individuals or groups for new / additional programs will be considered based on Library Service Priorities, community need and interest, and the availability of funding and employee resources.
C. The Library participates in programming partnerships with other agencies, organizations, institutions or individuals to help cooperatively meet the needs of our communities.
D. Library sponsorship of a program does not constitute an endorsement or promotion of the presenter, content, products or services. If pre-approved by the Board, the sale of books/music/artwork, etc. by presenters as part of a library program is acceptable.
The Library does not assume any legal liability or responsibility for the currency, accuracy or completeness of any information, product or process disclosed in the programs presented.
E. Concerns, questions or complaints about library programs are handled according to the same written policy and procedures that govern the reconsideration of other library resources.
F. The Library reserves the right to use recorded programs and/or photographs taken of participants in an advertised program, for electronic or written publication to support Library promotion and advocacy.
G. The Library reserves the right to recover costs associated with public programs and events by either charging participant fees, or by the Board directly soliciting community partners and/or corporate sponsors for their financial support for specific programs.
Any participant fees will be disclosed as part of the public advertising for the event.
Partner support and corporate sponsorship will be acknowledged and included as part of the public advertising for these programs / events.
CONFIDENTIALITY OF USER ACTIVITY AND RECORDS POLICY NUMBER: E7
The Falher Library / Bibliothèque Dentinger and its board, staff and volunteers are subject to the Libraries Act and Freedom of Information and Protection of Privacy Act (FOIP), and shall hold in strict confidence any records of activity / transactions relating to Library and CRC Usage, Library cards and patron borrowing practices, complaints, and account status.
A. No records are kept of the frequency or content of visits to the Library or Career Resource Centre by specific patrons.
B. Library staff, board members, and volunteers will not disclose a patron’s personal information to a third party without the individual’s consent, except where:
C. Patrons’ personal information is shared in partnership with other Alberta libraries and library systems for the purposes of sharing materials under conditions defined in existing resource sharing agreements and programs (e.g. interlibrary loan agreements, TAL Card, ME Libraries), collecting fees or fines, and retrieving borrowed materials.
Cardholders will sign an annual registration renewal form acknowledging that their contact information will be available to other organizations for these purposes.
D. The Friends of the Falher Library Society is our designated fundraising partner.
Adult cardholders in good standing are automatically eligible to be members of the Friends.
During Library registration and annual renewal, adult patrons are asked to confirm whether they want to be a member of the Friends. Their Friends membership choice is maintained as part of the patron’s Polaris record. This authorization allows the Library Manager to share limited personal information (name, phone number, and possibly mailing address and municipality of residence) with the Friends to assist them with their fundraising efforts on the Library’s behalf.
All patron information provided to the Friends shall be dealt with in accordance with the current provincial FOIP act and regulations.
This permission can be rescinded by the patron at any time by notifying the Library.
E. Staff and volunteers are to keep confidential any patron information they become aware of because of observation, assistance, or knowledge acquired due to their association with the Library.
F. Upon request, a library patron will be given access to all information concerning their records that the library has on file. Access to a user’s records is limited to that user except where the user is a minor, or if the user has given written permission for someone else to access their records. Where a parent or guardian’s signature is required for a cardholder to obtain a library card, that parent or guardian may have full access to the cardholder’s records for retrieval.
G. No patron, staff or volunteer information will be disclosed over the phone.
PERSONAL INFORMATION BANKS (PIBs) POLICY NUMBER: E8
The Freedom of Information and Protection of Privacy Act defines “personal information banks” as: “…a collection of personal information that is organized or retrievable by the name of an individual or by an identifying number, symbol or other particular assigned to an individual.” (section 87.1(5))
The decision tree below highlights which record collections must be considered as Personal Information Banks. FOIP Guide to Identifying Personal Information Banks, Revised April, 2004
The Board and Library keep personal banks of information (PIBs) to assist with the management of the Library, which provides public library service on behalf of the Village of Donnelly and Town of Falher, to the municipalities and surrounding area, operating as the Falher Library / Bibliothèque Dentinger.
The Board and Library’s current Directory of Personal Information Banks is attached as Appendix A. For each PIB in the Directory, the following information is listed:
This information is available to the public upon written request to the Library Manager. Individual records are not available through a PIB.
Fees may be charged to provide this information, as outlined by FOIP regulations.
PURCHASE OF LIBRARY RESOURCES POLICY NUMBER: E9
A. The purchase of Library resources shall be done by the Library Manager.
B. PLS administers an annual per capita material allotment for all member libraries, which is funded and apportioned to individual libraries based on the terms of each participating municipality’s Master Agreement with PLS. A portion of this allotment is dedicated to purchase PLS system shared resources and databases. The Library Manager shall ensure that all allotment funds allocated to the Falher Library / Bibliothèque Dentinger for resource purchases shall be accounted for and spent in accordance with the Library’s Materials Selection Policy.
C. Wherever possible, books shall be purchased through PLS Technical Services, who acquire, catalogue and process materials purchased using our allotment, reducing both our costs and library administration.
D. No books or other materials shall be ordered on the library account for any employee’s or Board members private use.
E. Specific allocations may be made by the Board to PLS to fund the purchase of shared resources, if supported by community demand and staff recommendation.
F. When other funding for book purchases is received, through private or corporate donations, grants, or Friends of the Falher Library Society funding:
DONATIONS OF MATERIALS POLICY NUMBER: E10
A. Although the communities we serve are primarily responsible for the financial support of our Library, we welcome and greatly appreciate donations of materials.
B. Books and other resources will be accepted as gifts on the condition that these materials become the property of the Library, which has final authority to decide how to use the resources.
C. Donated materials will become part of the Library collection, if they meet the standards of the Materials Selection Policy. The same principles of selection are applied to gifts as purchased materials.
D. The Library reserves the right to dispose of gifts not added to its collection, or no longer needed in the Library collection, in accordance with our Weeding and Replacement of Materials Policy. Gifted items will not be returned to the donor.
E. Donors will be advised of this policy at the time of donation.
F. Donated materials must:
● Computers & Technology
● Medicine & Health
G. Donations of older magazines, encyclopedia’s, and outdated formats (such as audio cassettes and VHS tapes) are generally not accepted.
Exceptions may be made, at the discretion of Library Staff, for craft projects, programs, or for items specifically requested by the Friends for their Book Sale or Outreach Programs.
H. Receipts will not be issued for donated materials.
DISPOSITION (WEEDING) AND REPLACEMENT OF MATERIALS POLICY NUMBER: E11
A. Weeding is the continuous, systematic review and withdrawal of materials to maintain a current and useful collection within a finite space.
B. Materials will be evaluated for withdrawal from the collection using the following criteria:
C. Replacement copies will be considered when a title is withdrawn from the collection due to loss, damage, or wear, but is still considered relevant to the needs of the community.
D. Donated items not added to the collection and withdrawn items will be disposed at the discretion of the Library Manager by:
The organization that obtains discarded items shall be responsible for the cost related to
packaging and transportation.
DONATIONS, SPONSORSHIP AND FUNDRAISING POLICY NUMBER: F4
Although the municipalities served are primarily responsible for the financial support of the Library, we welcome and greatly appreciate donations of funds and materials to help support us.
As part of the annual budget process, Sponsorship Opportunities for key library programs will be identified by the Library Manager. The Capital Planning Committee (Board Finance Committee, Library Manager, Friends) annually update the capital expenditure plan that serves as the basis for annual funding requests made by the Board to our partners, grant applications, and fundraising efforts to support capital expenditures for library operations, programs, technology, furnishings, collection development and facility upgrades, as outlined in the current Plan of Service.
The Board actively solicits and encourages the business community, service clubs and other organizations to become donors and/or sponsors of Library events, programs and services, which will benefit our communities by allowing the Library to increase the level of service it can provide to the residents of Falher, Donnelly and surrounding area.
This policy applies to all Staff, Members of the Board, and all individuals, businesses and organizations seeking to assist the Library through the provision of donations and gifts and the creation of sponsorship partnerships.
A. DONATIONS AND GIFTS
Books and other resources are accepted as gifts on the condition that these materials fill a definite need. Once accepted, these become the property of the Library, which has the final authority to decide how to use the resources.
Except for temporary exhibit purposes, the Library will not accept responsibility for objects owned or controlled by groups or individuals, unless an Asset Usage Agreement is in place.
The Library reserves the right to dispose of gifts that are not added to its collection, or that are no longer needed. Gifted items will not be returned to the donor. Every donation is important to us, but donation records are not kept for books contributed by individuals or for donations of < $20.00, to help manage our costs.
Cash donations under $100 are used for book purchases or library programs, at the discretion of the Library Manager. For donations of $100 or more, the Donor may request that these funds are used to support the Library’s needs in the following areas: Operating Costs, Programs, or Capital Reserves for Technology, Furnishings, Collection Development or Facility Upgrade. Wherever possible, the benefit of funds donated to reserves will be maximized by including these amounts as matching funds for grants and planned projects. (Refer to Appendix B for Donation Record Form).
For cash donations of $20 or more, an income tax receipt can be provided to individual. These are routinely requested through the Town of Falher by the Treasurer, since we are not a charitable organization. A copy of the Donation Record will be provided as interim receipt, if requested.
For corporation donations, a business receipt will be issued by the Library Manager.
B. CORPORATE SPONSORSHIP
The Falher Library / Bibliothèque Dentinger gratefully accepts and encourages donations, gifts and sponsorships from individuals, groups, foundations and corporations, for the purpose of enhancing library services, subject to this policy. In developing partnership or sponsorship arrangements the Library will ensure that the Board’s mission, vision and values are supported, and the strategic plan is furthered, but the donation, partnership or sponsor will not drive the library’s agenda or priorities.
The Library endorses the Canadian Library Association Corporate Sponsorship Agreement in Libraries position statement (Approved June 21, 1997), which states:
Libraries enrich lives, provide information needed for work and daily living, and foster informed communities which are essential to a democratic society. In recognition of this important function, communities support libraries through public funding. The library's first priority is to ensure the continuation and growth of this primary relationship -- public funding for the public good.
CLA encourages and supports advocacy to maintain and develop public funding as the principal source of support for public, school, academic and government libraries.
Publicly funded libraries can and do explore other sources of funding, such as grants, gifts, donations, partnerships and sponsorships, to ensure that they provide the best possible services to their communities. Corporate sponsorships are one source of additional support that allows libraries to enhance the level, extend the range, or improve the quality of library service.
To ensure that partnerships enhance the library's image and add value to library services, libraries need to develop policies and sponsorship agreements that outline the conditions and the benefits of the sponsorship arrangement.
CLA believes that the following principles are important in developing sponsorship policies and agreements. Libraries have a responsibility to:
Conditions for Accepting Donations, Partners or Sponsors
-The only exception is our partnership with the Friends of the Falher Library
Society, where patrons may allow us to share appropriate information with the
Friends to assist with their fundraising efforts on behalf of the Library.
C. PARTNERSHIP - FRIENDS OF THE FALHER LIBRARY
The Friends of the Falher Library Society was formed in 2011, and the Board has endorsed, and supports this separate society as our major fundraising partner. Fundraising on behalf of the Library by the Friends is done with the knowledge of the Library Board, in coordination with the Library Manager.
Since no formal partnership agreement or memorandum of understanding is in place with the Friends, our policies define the framework of this vital, but arms-length relationship. In addition to fundraising efforts to support enhanced library operations, programming, and major projects, The Friends are active advocates and supporters for our public library services in the community.
Adult cardholders in good standing are automatically eligible for free membership in the Friends. The Library’s valuable partnership with The Friends is highlighted during cardholder registration and renewal, on the Library website, in Library newsletters and with in-house displays.
All fundraising programs held on the Library premises require pre-approval by the Library Manager.
The Friends have been given access to onsite storage for donated books for Book Sale fundraisers, and maintain a Donor Recognition Wall in the Library. The Library assumes no responsibility for Friends’ records or assets stored at the Library.
Members of the Friends of the Falher Library Society may also assist with providing public library programs. When doing so, they are considered library volunteers, and report to the Library Manager.
An overview of the Roles and Responsibilities of the Library Board, Library Manager, Other Library Staff & Volunteers, and the Friends of the Falher Library Society is outlined in Appendix C.
All donations and sponsorships received by the Library will be acknowledged on a timely and consistent basis, as outlined below.
Verbal acknowledgement and thanks from the receiving staff.
$20 - $499
Recognition Wall (black)
$500 - $2,499
Recognition wall (brown)
$2,500 - $4,999
Recognition wall (silver)
$5,000 - $9,999
Recognition wall (gold) - updated anually
$10,000 or more
Permanent signage and/or wall plaque recognizing support
Recognition Wall (white) - permanent
Partner support and corporate sponsorship for specific programs and/or events will be acknowledged and included as part of the public advertising for these programs / events.
Any signage required for donations and sponsorship will be designed, constructed and installed in a manner that is mutually agreed upon by the donor/sponsor and the Library. The final decision will rest with the Library.
E. FUNDRAISING AND CAPITAL PLANNING
The Library Board and Staff will develop and implement an annual fundraising and grant plan, as part of the Annual Budget process, to identify and apply for potential grants and special funding in the coming fiscal year, to meet both operational and planned capital spending requirements. The Library plans for the replacement and upgrade of furnishings and technology, and other large expenditures, as part of our 5 year Capital Plan.
This plan will include appropriate fundraising strategies to achieve fundraising targets, to support the Library’s Plan of Service, while maintaining awareness and respect for fundraising endeavours undertaken by others within our communities.
The Library Board will consult with the Friends of the Falher Library annually as part of the budget preparation process, by convening a Capital Planning Committee meeting, and will work with the Friends to determine: the best joint fundraising and awareness approach to help support the Library for the coming year; and identify proposed amounts and the use of Friends’ historical fundraising proceeds for the Board to include as support the Library for the coming year, if use of proceeds has not already been identified as part of a Friends’ fundraising campaign.Donation Record Form
Our priorities for our 2017-2021 Plan are:
The full Plan of Service can be found here: