Library Policies

Policy Number	HR-07
Policy Title	Workplace Harassment and Discrimination Policy
Originating Date	Was HR210, originating document November 2015 with annual revision and also LB091 November 2019
Last Review Date	September 2021
Approved	November 23, 2023

Workplace Harassment and Discrimination Policy

The library board recognizes the dignity and worth of every person and is committed to providing a workplace free from discrimination and harassment and ensuring that any complaint is resolved quickly and with fairness and confidentiality.

This policy applies to all employees, board members, and volunteers and all are expected to uphold this policy. Workplace discrimination or workplace harassment will not be tolerated from any person in the library including members of the board, supervisors, co-workers, volunteers, family members, patrons, and members of the public.

Section 1: Definitions

1. The Occupational Health and Safety Act (OHSA) defines “workplace harassment” and “workplace sexual harassment” as follows:
   
   1. “Workplace harassment” means,
      
      1. engaging in a course of vexatious comment or conduct against a worker in a
         workplace that is known or ought reasonably to be known to be unwelcome, or
      2. workplace sexual harassment;
   2. “Workplace sexual harassment” means,
      
      1. engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or
      2. making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome;
2. The Ontario Human Rights Code states that “Every person has a right to equal treatment with respect to employment without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability”. Human Rights Code, R.S.O. 1990, chapter H.19 s. 5 (1).
   1. Within this context, discrimination may include abuse of authority or position of power as follows:
      1. to endanger an employee’s job
      2. to undermine the performance of that job
      3. to threaten the economic livelihood of an employee iv. to interfere with or influence the career of an employee in any way

Section 2: Workplace Harassment

1. Within the Ontario Human Rights Code, every person who is an employee has a right to freedom from harassment in the workplace by the employer or agent of the employer or by another employee.
2. The Ontario Employment Standards Act (ESA) prohibits employers, and anyone acting on their behalf, from harassing or penalizing an employee in any way because the employee asks the employer to comply with the ESA or asks the employer about employee rights under the ESA.
3. Harassment may include:
   1. making remarks, joke or innuendos that demean, ridicule, intimidate, or offend
   2. displaying or circulating offensive pictures or materials in print or electronic form
   3. bullying
   4. offensive or intimidating telephone calls or e-mails
   5. inappropriate sexual advances, suggestions or requests
4. A reasonable action taken by an employer or supervisor relating to the management and direction of workers or the workplace, within the conditions of the Occupational Health and Safety Act, is not workplace harassment.

Section 3: Responsibilities

1. One of the primary purposes of the Occupational Health and Safety Act is to facilitate a strong Internal Responsibility System in the workplace. This means that everyone in the workplace has a role to play in keeping workplaces safe and healthy. Workers in the workplace who see a health and safety problem such as a hazard or contravention of the Act in the workplace have a duty to report the situation to the employer or a supervisor. Employers and supervisors are, in turn, required to address those situations.
2. Management will investigate and deal with all complaints or incidents of workplace harassment in a fair, respectful and timely manner. Information provided about an incident or about a complaint will not be disclosed except as necessary to protect workers, to investigate the complaint or incident, to take corrective action or as otherwise required by law.
3. Managers, supervisors and workers are expected to adhere to this policy and will be held responsible by the employer for not following it.
4. Workers are not to be penalized or disciplined for reporting an incident or for participating in an investigation involving workplace harassment.
5. The CEO will develop and maintain a workplace discrimination and harassment program in consultation with the joint health and safety committee which will set out:
   1. the process for dealing with and investigating complaints including how parties involved will be made aware of outcomes and corrective action and how confidentiality will be maintained;
   2. procedures for reporting incidents of workplace discrimination and workplace harassment including measures for reporting incidents to an outside source if necessary;
   3. A formalized training program and the system for maintaining all associated records should an inspection by the Ministry of Labour or employee inquiries occur. See Appendix A of this policy for a copy of current program.
6. This policy (HR-07) and the Workplace Harassment and Discrimination Program (HR-07-
   Appendix A) will be:
   1. reviewed by the library board as often as necessary but at least once a year
   2. posted in the staff room at each location

Related Documents:

• Human Rights Code, R.S.O. 1990, chapter H.19, section 5 (1)
  
• Occupational Health and Safety Act, R.S.O. 1990, chapter O.1
• Bill 132: An Act to amend various statutes with respect to sexual violence, sexual harassment, domestic violence and related matters (Statutes of Ontario, 2016, Chapter 2)
• Bill 168: An Act to amend the Occupational Health and Safety Act with respect to violence and harassment in the workplace and other matters (Statutes of Ontario, 2009, Chapter 23)
• County of Prince Edward Public Library Policy HR-08: Prevention of Workplace Violence
• County of Prince Edward Public Library Policy OP- 02 Safety, Security and Emergency

Appendix A

Program to Address Discrimination and Workplace Harassment

1. Awareness of Discrimination and Workplace Harassment Policy and Program

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

2. Training on Discrimination and Workplace Harassment Policy and Program

   All employees and volunteers will receive information and instruction on the contents of policy HR-07 and the related program, as part of the initial orientation and renewed on an annual basis. Each person will sign off that they received this training and this information will be included in the training records for library staff.

3. Reporting Incidents of Discrimination and Workplace Harassment

   Any employee or volunteer subjected to discrimination or harassment in the workplace should discuss the situation with the CEO. If there is a complaint against the CEO or a conflict of interest, a complaint shall be filed with the board chair. The library board may investigate or designate an individual to investigate and issue a report. At any time during a meeting or interview concerning a complaint, both the employee lodging the complaint and the person against whom the complaint has been lodged has the right to be represented and accompanied by a person of his or her choice. Any related documents or materials having to do with the complaint are to be made available and the employee with a complaint must provide written notes about the events leading up to the complaint which include:

   1. What happened – a description of the events or situation
   2. When it happened – dates and times
   3. Where it happened
   4. Who saw the incident, if anyone In the case of harassment, information about the incident or complaint, including identifying information about any individual involved will be keep confidential unless disclosure is necessary for the purpose of investigation or taking corrective action, or required by the law.
      
      
4. Complaint Investigation and Resolution Procedures
   
   An investigation that is appropriate in the circumstances will be conducted into incidents and complaints of harassment. The CEO will advise the person against whom the complaint has been lodged of the investigation. The library recognizes and acknowledges that, under Bill 132, an inspector from the Ontario Ministry of Labour has the power to order the library board, as employer, to have an impartial third party conduct an investigation at the library’s expense and report the outcome of their findings to the complainant.
   
   The CEO, or his or her designate, initiates a confidential investigation immediately and finishes within 30 days. Throughout the process, the investigator keeps all parties informed; interviews the employee concerned and witnesses; collects evidence; prepares a report; and informs the parties, in writing, of the decision and the underlying reasons for the decision.
   
   The CEO is responsible for imposing any disciplinary or corrective measures.
   
   Any employee may file a complaint with the Ontario Human Rights Commission when the harassment or discrimination is related to one or more of the Human Rights Code’s prohibited grounds - race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability.

Policy Number	HR-08
Policy Title	Workplace Violence Prevention Policy
Originating Date	Was HR200, originating document November 2015 with annual revision and also LB091 November 2019
Last Review Date	September 2021
Approved	November 23, 2023

Workplace Violence Prevention Policy

This policy addresses the prevention of workplace violence as part of the County of Prince Edward Public Library Board’s responsibility for worker health and safety under the Ontario Occupational Health and Safety Act. This policy is for the mutual protection of staff and visitors from violence or threats of violence.

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

Section 1: Definition

1. The County of Prince Edward Public Library recognizes the definition of violence as set out in the Occupational Health and Safety Act. Workplace violence means:
   1. the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker,
   2. an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker,
   3. a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker. Occupational Health and Safety Act, R.S.O. 1990, chapter O.1, s.1 (1)
2. Violence in the workplace may include:
   1. verbally threatening to attack a worker
   2. leaving threatening notes or sending threatening e-mails to the workplace
   3. shaking a fist in a worker’s face
   4. hitting or trying to hit a worker
   5. throwing or kicking an object
   6. sexual aggression against a worker
3. Violence in the library or on library property also includes:
   1. intentionally or recklessly damaging of the property of another person
   2. intentionally causing alarm
   3. recklessly creating a risk by fighting
   4. creating a hazardous condition or danger by recklessly engaging in conduct which creates a substantial risk of serious physical injury
   5. intentionally placing or attempting to place another person in fear of imminent serious physical injury
   6. wielding a weapon

Section 2: Responsibility and Response

1. The CEO or designate must develop and maintain a workplace violence program which will set out:
   1. a process for assessing the risk of violence in the workplace
   2. measures to control risk including those from domestic violence
   3. procedures for reporting incidents of violence
   4. the process for dealing with, and investigating, violent incidents and complaints.
   5. A system for maintaining all associated records should an inspection by the Ministry of Labour or employee enquiries occur. (See Appendix A which follows).
2. Employees are encouraged to report behaviour that they reasonably believe poses a potential for violence as described above.
3. Anyone experiencing or witnessing imminent danger or actual violence involving weapons or personal injury should call the police.
4. Workplace violence should be reported immediately to the most senior staff member available.
5. Physical or sexual assault or threat of physical violence will be reported to the police.
6. All reports will be thoroughly investigated by the CEO or designate.
7. The library will provide staff with information on the risk of violence in the library and training workshops on a periodic basis addressing concerns such as “dealing with difficult people.”
8. The County of Prince Edward Public Library, at the request of an employee, or at its own discretion, may prohibit members of the public, including family members, from seeing an employee on library property in cases where the employee suspects that an act of violence, will result from an encounter with said individual(s).
9. This policy (HR-08) and the Workplace Violence Program (HR-08-Appendix A) will be:
   1. reviewed annually by the library board
   2. posted in the staff room at each location

Section 3: Confidentiality and False Reports

1. All investigations shall be conducted in strict confidence to the extent possible. Documents will be stored in the Human Resources cabinet and access to these records will be restricted.
2. Employees who are found to have made false or malicious complaints will be subject to disciplinary action.

Related Documents:

• Occupational Health and Safety Act, R.S.O. 1990, chapter O.1
• Bill 168: An Act to amend the Occupational Health and Safety Act with respect to violence and harassment in the workplace and other matters. (Statutes of Ontario, 2009, Chapter 23)
• County of Prince Edward Public Library Policy HR-07: Workplace Harassment and Discrimination
• County of Prince Edward Public Library Policy HR-09: Health and Safety
• County of Prince Edward Public Library Policy OP-02 Safety, Security and Emergency

Appendix A – Workplace Violence Program

Plan for Maintaining Security in the Library

1. The library staff will conduct a worksite assessment as often as necessary to ensure measures for violence prevention are effective. The assessment will:
   1. identify jobs or locations with the greatest risk
   2. identify high risk factors
   3. include a physical workplace security audit
   4. evaluate the effectiveness of existing security measures
2. The CEO, or designate, will annually review the history of past incidents to identify patterns or trends.
3. The CEO, or designate will review the annually the previously recognized areas of higher risk in the library including:
   1. ongoing contact with the public
   2. working alone or in small numbers
   3. the circulation desk where money is kept
   4. closing the library building at night
   5. monitoring of secondary entrances to the library

Measures for Reducing the Risk of Workplace Violence

1. General Measures
   1. Ensure there is a specific emergency plan for each Library branch and that all staff are aware of its location and contents.
   2. Each telephone should have emergency numbers posted nearby.
   3. Each branch should have an emergency safe room including a lockable door.
   4. Staff working alone or in a remote area of the branch shall carry a telephone with them at all times.
   5. Staff will not work alone in the library outside of usual operating hours of other branches without prior consent of the CEO or designate.
   6. All secondary entrance doors as well as lockable unused areas of each branch should be kept locked.
   7. The exterior lights around the building will be kept in good working order
2. Learn to recognize the signs of violence
   1. Early identification and prevention of violence in the workplace is encouraged. Potential threats of violence that should be reported could include the following:
      1. threatening statements to do harm to self or others
      2. reference to other incidents of violence
      3. confrontational behaviour
      4. major change in personality, mood or behaviour
      5. substance abuse
3. Staff procedures to increase personal safety
   1. Notice your surroundings and report any unsafe or dangerous situation to the most senior staff member.
   2. If you feel uncomfortable about a person who has entered the library, trust your instincts. If you feel threatened, make a scene - YELL!
   3. Use a buddy system when leaving work.
   4. If you ever find you are working alone in the library, let the CEO, or someone at home know the situation and tell him or her when you expect to leave.
   5. If you enter a bathroom and suspect it is unsafe, do not call out. Back out, go to a safe, lockable place with telephone and call for help.
   6. Know the nearest exit or room with a lock.
4. Domestic Violence : Steps to Increase Your Personal Safety
   1. Tell someone at work about your situation.
   2. Make up a “code word” for co-workers so they know when to call for help.
   3. Ask your co-workers to screen your calls and visitors.
   4. Ask a co-worker to call the police if your abuser is bothering you.
5. Staff procedures for threatening behaviour:
   1. Do not argue with a threatening person. Identify yourself as a library staff member. Remain calm and keep your voice low and firm.
   2. Do not put yourself or others in danger. Keep a distance of four feet.
   3. Be friendly but firm, introduce yourself, look at the person while you talk to him/her, let the person talk, clarify the problem and offer solutions.
   4. Get assistance from another staff person.
   5. Advise him/her that the police will be called if the abuse does not stop.
   6. If the behaviour does not change, call the police.
   7. Notify the CEO or designate and complete an incident report (see Appendix B).
6. Staff procedures for dealing with violence/assault
   1. If you hear raised voices or sounds of a scuffle investigate.
   2. If you witness violence or an assault call the police and describe the situation.
   3. Recruit other staff to move others out of the way to a safer location.
   4. Do not block exits to prevent a threatening/violent person from leaving the building.
   5. Do not invade the personal space of the threatening person.
   6. Do not get between two people fighting.
   7. Notice details so you can describe the situation to the police.
   8. Notify the CEO or designate and complete an incident report (see Appendix B).

How to report a situation

1. A report should be made as soon as possible after an action or behaviour occurred
2. An informal, verbal complaint may be brought forward to the CEO. It is in the best interest of all concerned that a report be written.
3. If a formal complaint is requested, the employee must file a written report with the CEO
4. The report should include a brief statement of the incident, when it occurred, where it occurred, date and time it occurred, the person(s) involved and the names of any witnesses if any.

Investigation and Dealing with Incidents or Complaints

1. After receiving a report, the CEO or her designate will complete an investigation as quickly as possible, depending on the nature and severity of the issue. This will include interviews with the employee, the alleged perpetrator, if a staff member, and any witnesses.
2. The results of the investigation will be discussed with the employee and recommended preventative actions and/or resolutions presented.
3. A separate meeting will be held with the alleged perpetrator, if a staff member.
4. If the findings do not support the allegations the CEO will recommend that no further action is necessary and that the matter be closed.
5. Should the investigation conclude that there is evidence of misconduct the CEO will prescribe a resolution that may include police intervention.
6. Employees who are found to have made false or malicious complaints will be subject to disciplinary action.

Click HERE to access the full policy with additional report forms

Policy Number	HR-09
Policy Title	Health and Safety of Staff Policy
Originating Date	Was HR190, originating document February 2003 with annual revision to November 2019 and also HR 197 (Working Alone) originating April 2005, last revision November 2019
Last Review Date	November 2019
Approved	November 23, 2023

Health and Safety of Staff Policy

The library board and CEO are committed to the establishment of a healthy and safe workplace and to the integration of health and safety practices in all areas of the workplace. The underlying principle of the policy is the responsibility of all employees in maintaining a safe workplace which is best achieved through co-operation at all levels of the organization from the CEO to the staff.

Section 1: Legislative Requirements

1. The Occupational Health and Safety Act (OHSA) requires those who have any degree of control over the workplace to ensure a safe and healthy work environment.
2. The requirements of the OHSA apply to every worker who is being paid, regardless of the location where the work is performed. If workers work at home and are being paid or are driving and being paid en route, they are covered under the Act.
3. If a paid worker suffers a critical injury, the OHSA requires that the employer immediately notify the Ministry of Labour Health & Safety Contact Centre and the Workplace Health and Safety representative. The employer and the employee health and safety representative must prepare a written report (see Section 4), and forward to a director of the Ministry of Labour within 48 hours. (See Appendix A).
4. The OHSA sets out duties with respect to workplace safety, and materials and equipment in the workplace. Section 25(2) of the Occupational Health and Safety Act requires employers to prepare and review at least annually a written occupational health and safety policy and develop and maintain a program to implement that policy.
5. Ontario Regulation 297/13 Occupational Health and Safety Awareness and Training requires a worker to complete a basic occupational health and safety awareness training program

Section 2: Rights of the Worker

1. A worker has the following rights:
   1. to participate in the process of identifying and resolving workplace health and safety concerns
   2. to know about potential hazards to which he or she may be exposed
   3. to refuse work that he or she believes is hazardous to either his or her own health and safety or that of another worker
   4. all other rights indicated in the Occupational Health and Safety Act

Section 3: Responsibilities

1. The Ontario Occupational Health and Safety Act (OHSA) and its regulations impose a legal duty on employers and on supervisors for ensuring the well-being of workers under their supervision and to take reasonable measures to protect their safety.
2. The Library Board delegates authority to administer and direct health and safety to the Library CEO.
3. The Library CEO is responsible for:
   1. ensuring adherence to the principles of this policy
   2. ensuring compliance with all applicable health and safety legislation
   3. ensuring training and procedures for effective health and safety program management, including adequate allocation of funds and resources
   4. investigating all accidents involving personal injury and reporting incidents to proper authorities when required
   5. addressing employees’ safety concerns promptly
   6. ensuring that health and safety infractions are addressed
4. Employees are responsible for:
   1. knowing procedures to follow in the case of accidents or sudden illnesses
   2. reporting any known hazards to their supervisors
   3. reporting any accidents or injuries to their supervisors
   4. understanding the hazards associated with any materials they used and all relevant safety information regarding their use
   5. reporting any missing or defective equipment
   6. maintaining an orderly and uncluttered work area
   7. operating any equipment in a way that will not endanger any employee
   8. knowing the location of the first aid kit
   9. knowing the locations and use of the fire extinguishers as well as the location of emergency exits
   10. participating in fire drills and other emergency evacuation procedure
5. Supervisors/’Employees in charge’ are responsible for:
   1. making sure that work is done safely
   2. ensuring employees are aware of hazards and how to protect themselves
   3. maintaining an orderly and uncluttered work area
   4. providing adequate training to employees in order to protect their health and safety
   5. investigating in the presence of the employee health and safety representative, refusals to work or, in the event that they are not available, a fellow employee

Section 4: Emergency Response Information for Employees with Disabilities

1. In accordance with current AODA requirements and regulations the library will provide individualized workplace emergency response information for an employee who has a disability, if the disability is such that the information is necessary and the library is aware of the need for accommodation due to the employee’s disability. (See HR-12 Accessibility and staff)

Section 5: Health and Safety Representative

1. The OHSA requires that a workplace with fewer than 20, but more than five employees, have a workplace Health and Safety Representative. In accordance with Section 8 of the Occupational Health and Safety Act:
   1. employees will appoint one health and safety representative from among the workers who does not exercise managerial functions and has powers as set out in Section 8(11) of the OHSA
   2. the library board will pay the representative while carrying out his or her duties
2. The Health and Safety Representative will, in accordance with Section 8 of the OHSA:
   1. identify workplace hazards through a monthly inspection
   2. make recommendations to the CEO
   3. investigate work refusals and serious accidents
   4. maintain a health and safety bulletin board which will include but not be limited to:
      1. a copy of the Occupational Health and Safety Act
      2. copies of the following County of Prince Edward Public Library policies: HR-09 Health and Safety of Staff, HR-08 Workplace Violence Prevention and HR-07 Workplace Harassment and Discrimination
      3. the most recent version of the poster from the Ministry of Labour entitled What You Should Know About the Ontario Employment Standards Act
      4. the most recent version of the poster from the Workplace Safety and Insurance Board entitled In Case of Injury--1234
   5. be trained in basic first aid by an accredited agency
   6. maintain the first aid box which meets the requirements of the Workplace Safety and Insurance Act Regulation 1101

Section 6: Working Alone

1. Working alone describes a situation where a person is the only employee in the library, or where the employee does not have direct contact with a co-worker.
2. The library board directs the CEO to develop guidelines for working alone. The plan identifies the occupational hazards, risks, procedures for personal safety, special training, and emergency assistance in the event of an incident when working alone. (see Appendix B)

Related Documents:

• County of Prince Edward Public Library Policy HR-07: Workplace Harassment and Discrimination
• County of Prince Edward Public Library Policy HR-08: Workplace Violence Prevention
• Occupational Health and Safety Act, R.S.O. 1990, chapter O.1
• Accessibility for Ontarians with Disabilities Act (AODA)
• Ontario Regulation 297/13 Occupational Health and Safety Awareness and Training

Appendix A: Ministry of Labour Contact

Ministry of Labour Health and Safety Contact Centre Toll-free: 1-877-202-0008 or TTY: 1-855-653-9260

• Call any time to report critical injuries (see note below), fatalities or work refusals.
• Call 8:30 a.m. – 5:00 p.m., Monday – Friday, for general inquiries about workplace health and safety.
• In an emergency, always call 911 immediately.

A critical injury:

• places life in jeopardy
• produces unconsciousness
• results in a substantial loss of blood
• involves the fracture of an arm or leg (but not a finger or toe)
• results in the amputation of an arm, leg, hand or foot (but not a finger or toe)
• involves burns to a major portion of the body, or
• causes the loss of sight in an eye

Appendix B: Working Alone Guidelines

The County of Prince Edward Public Library Board has established that no staff member shall work alone during evening hours. Evening hours are defined as the time between four (4) pm and seven (7) pm. For those occasions when, due to illness or other circumstances this cannot be avoided, these procedures shall be adhered to.

1. . Staff shall be scheduled in such a way as to avoid a working alone situation during evening hours of opening. Schedules shall be prepared in advance to eliminate possibility of oversight.
2. On occasions (when due to illness or lack of available staff) only one person is left in charge of a branch, that person shall ensure that the CEO or other designated person is aware that they are working alone.
3. All unused spaces should be locked.
4. All outside lights shall be maintained in working order.
5. No tasks involving climbing or heavy lifting shall be undertaken.
6. The staff person shall work facing the public and carry an alarm fob or telephone with them at all times.
7. All phones shall have emergency numbers posted nearby.
8. Any situations of an unsettling nature shall be reported to the CEO as soon as possible or within twenty-four (24) hours.
9. Only experienced staff shall be left in charge of a library.
10. When working alone, staff shall refrain from using an elevator.
11. Staff shall stay in areas with good visibility and sight lines.

Policy Number	OP-01
Policy Title	Privacy, Access to Information and Electronic Messages Policy
Originating Date	Was LP101 and LP121, April 20, 2012
Last Review Date	March 27, 2013
Approved	January 25, 2024

Privacy, Access to Information and Electronic Messages under CASL

The County of Prince Edward Public Library Board (‘the Library’) recognizes that all people have the right to privacy and confidentially regarding their use of library services, collections, and online spaces, and in the collection of personal information by the Library.  In matters related to privacy and access to information, the Library is guided by the Ontario Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56 (MFIPPA).

Section 1: Privacy

The Library will use all reasonable efforts to protect the privacy of all individuals’ personal information in its custody or control, in keeping with the privacy provisions of MFIPPA and other applicable legislation.   The Library is committed to protecting the confidentiality and privacy of its users and staff. The Library does not differentiate between users and staff on the basis of race, language, age (if not under 18), religion, gender, sexual orientation, intellectual or physical ability or level of income or wealth.

1. Collection of information
   
   1. Personal information is defined in Municipal Freedom of Information and Protection of Privacy Act,S.O. 1990, c. M.56 (MFIPPA), in part, as “recorded information about an identifiable individual.” This could include, in the library context, information on a user’s borrowing habits, as well as information related to computer use or program registration.
   2. The Library collects the identifiable pieces of information, including without limitation:
      
      1. name, address, telephone number and email address of each registered Library user;
      2. information in the patron database on items borrowed, late-returned items, holds, lost materials and “claims returned” items;
      3. information about fees;
      4. information about programs an individual has registered to attend;
      5. donor information
      6. information about individuals’ requests for material through interlibrary loan. As part of a provincial interlibrary loan network, some of this information resides on external servers and the Library cannot guarantee the use or protection of this information.
   3. The Library also collects comment forms, requests for material reconsideration, and correspondence from individual users. All received correspondence to the Board is part of the Board’s public documents, except for correspondence related to personnel or any identifiable individuals, litigation, or property matters, which would be treated as confidential and handled in a closed meeting as permitted under the Ontario Public Libraries Act, R.S.O. 1990, c. P.44.
   4. Data that is collected for collection management and for government reporting is completely free of all personal references and is information in the public domain.

Identifiable information may be given to authorized agencies in any of three formats – in person, in writing, electronically – and this privacy policy covers all three circumstances.

2. Use of information
   
   1. The collection of personal information is limited to that which is necessary for the administration of the Library and the provision of library services and programs. Library staff have access to current information on library patrons as part of the circulation functions, but this information is only to be used to inform Library users of the current activity of their records, for example, overdue items or books that may be on reserve for them.
   2. As part of the Library’s commitment to offering personalized service, patrons may be invited to register for the online catalogue, which will allow them to view their current record of items borrowed. Use of this service is strictly voluntary.
   3. The purposes for which personal information is collected from an individual is identified by the Library at, or before, the time the information is collected, and that consent is given by the individual at that time, verbally or as otherwise may be required.
   4. As using personal information for other purposes than originally intended is not permitted by MFIPPA, if the Library wishes to use an individual’s personal information for a purpose that is not consistent with the one for which it was originally obtained or compiled, it must first acquire the individual’s written consent to use the personal information for that new purpose.

3. Disclosure of information
   
   1. The Library will not disclose personal information related to a visitor or Library user to any third party without obtaining consent to do so, subject to certain exemptions as provided in section 32 of MFIPPA. Disclosure is permitted in some situations, including the disclosure of personal information to a parent or guardian of a person up to sixteen (16) years of age who exercises lawful custody of that individual.
   2. The Library may also disclose information in accordance with the exemptions provided in section 32 of MFIPPA, including:
      
      1. Subsection (g), disclosure to an institution or a law enforcement agency in Canada to aid in an investigation undertaken with a view to a law enforcement proceeding or where that institution or agency has reasonable basis to believe that an offence may have been committed and the disclosure is to enable the conducting of an investigation;
      2. Subsection (i), disclosure under compassionate circumstances, to facilitate contact with the spouse, a close relative or a friend of an individual who is injured, ill, or deceased.

4. Retention of information
   
   1. The Library will not retain any personal information related to the items borrowed or requested by an individual, or pertaining to an individual’s online activity, longer than is necessary for the provision of library services and programs to that person. The retention of personal information includes the following situations:
      
      1. Personal information regarding library transactions is retained in the user database as long as the circulation record indicates that an item remains on loan or fees remain outstanding.
      2. Records of returned items that have no outstanding fees/charges remain on the user record in the circulation database until the end of the working day.
      3. Personal records of all inactive cardholders (those who have not used their cards in the previous three (3) years) and who do not have outstanding fees are purged on an annual basis.
      4. All personal information on public computers is erased at the end of the working day upon which the computer is used.
   2. The Library may retain personal information related to library functions or services as described below, when users voluntarily opt in to do so; for example, to enhance or personalize library functions or services:
      
      1. The personal information and borrowing history of users of Home Delivery Services users are retained with their permission. This is done to assist staff in selecting and delivering materials for the user.

5. Responsibility for privacy
   
   1. The Library is responsible for personal information under its control and designates the Chief Executive Officer (CEO) as the individual accountable for the Library’s compliance with legislation. The CEO ensures that the requirements around the collection, use, and disclosure of information are followed.
   2. All Library staff and volunteers will be made aware of the importance of maintaining the confidentiality of personal information.
   3. Access to personal data is limited to regular staff. Volunteers and other personnel such as co-op students do not have access to personal data and do not perform circulation duties. Access to staff area computers is limited to regular staff. All computers are password protected.
   4. Any Library user who feels their privacy has not been protected may challenge Library practices, in writing, to the CEO. A Library user not satisfied with the result of a challenge submitted may appeal, in writing, to the Library board via the board secretary, maintaining either that the current policy has been violated or that the current policy needs to be changed to address a perceived issue.
   5. A breach is any unauthorized or illegal collection, use, or disclosure of personal information. Any Library employee who becomes aware of any unauthorized disclosure of a record in contravention of this policy has a responsibility to ensure that the CEO and appropriate staff are immediately informed of the breach. Once a privacy breach has occurred (loss, theft, or inadvertent disclosure of personal information) immediate action must be taken to control the situation. In the event of a breach the CEO, or designate, will:
      
      1. Contain the breach and repatriate the information (if possible to do so);
      2. Assess the severity of the breach;
      3. Notify affected parties whose personal information was disclosed and the Information and Privacy Commissioner, as required;
      4. Conduct an internal investigation into the matter to review the circumstances surrounding the event as well as the adequacy of existing policies and procedures in protecting personal information
      5. Implement corrective actions.

Section 2: The Library and Access to Information

1. The Library is committed to making access to information about the operations of the Library available to the public. Board agendas and minutes, annual reports, policies, and a variety of other information are made a matter of public record through the Library website and through Library publications and postings. In accordance with the Public Libraries Act, the public can inspect any records that the board’s Secretary has on file except where exemptions are allowed under Section 6-16 of MFIPPA.
2. Responding to requests for library information is a statutory obligation and will be completed in a timely manner.
3. Upon request, an individual will be informed of the existence, use, and disclosure of their personal information and be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate. The identity of the individual must be verified prior to releasing the requested information, as per the Municipal Freedom of Information and Protection of Privacy Act R.R.O. 1990 Regulation 823.
4. All requests for information or for records, not publicly available, must be made in writing. The CEO will give written notice to the person making a request, as to whether or not access to the record or part of it will be given as prescribed in MFIPPA. Fees will be applied according to the Municipal Freedom of Information and Protection of Privacy ActR.O. 1990 Regulation 823.

Section 3: The Library and Electronic Messages under Canada’s Anti-Spam Legislation

1. All electronic messaging sent by the Library is consistent with Canada’s Anti-Spam Legislation (CASL).
2. The Library will ensure that all electronic messages clearly identify the:
   
   1. subject of the communication;
   2. sender (County of Prince Edward Public Library);
   3. Library’s mailing address and contact information;
   4. way that an individual may “unsubscribe” from receiving further messages.
3. At the time of registration for a Library card, specific pieces of information are collected (see Section 1 above). Obtaining a Library card implies the individual’s consent to authorize the Library to send electronic notifications regarding personal borrowing and transaction activities if an email address was provided at the time of registration. Individuals may request not to receive electronic notifications.
4. The Library may, at times, use electronic means to promote services, share information, or announce special events. The Library will provide an opportunity for individuals to sign up, and provide consent, to receive such specific notifications.

Related Documents:

County of Prince Edward Public Library OP-12 - Circulation Policy
Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M56  
Municipal Freedom of Information and Protection of Privacy Act R.R.O, 1990, Regulation 823
Canada’s Anti-Spam Legislation (CASL)
Government of Ontario. Public Libraries’ use of patron information.

Policy Number	OP-02
Policy Title	Safety, Security and Emergencies Policy
Originating Date	Was LA126 (Video Surveillance) and from other H&S policies
Last Review Date	March 2016
Approved	January 25, 2024

Safety, Security and Emergencies Policy

The County of Prince Edward Public Library Board (‘the Library’) is committed to providing a safe and secure environment for staff, volunteers and members of the public who use the Library. and also acts to protect and secure Library property.

1. The Chief Executive Officer (CEO), staff, and volunteers share the responsibility to ensure a safe and secure place for all.
2. Staff members will take responsibility for their own safety, as well of that of the public. Staff members will take initiative on safety issues and contribute to solving problems and prevent hazards on an ongoing basis.
3. Staff members will enforce the Code of Conduct (Public) (OP-03) to ensure safety and security in the Library.
4. The Library ensures that funding, time, and resources are dedicated to training staff and volunteers in safety, security and emergency procedures.
5. The CEO develops written safety and security procedures that include implementation plans, enforcement, and reporting for prevention and mitigation of:
   
   1. harassment and violence (see also relevant policies - HR-07 (Workplace Harassment and Discrimination), HR-08 (Workplace Violence Prevention) and HR-09 (Health and Safety of Staff)) that compromise the health and safety of staff and the public, including, without limitation, bomb threats, harmful, abusive and dangerous behaviour by individuals, and medical emergencies
   2. safe work practices, including WHMIS, ergonomics, working alone, and indoor air quality
   3. crime
   4. disasters that threaten collections, furniture, and equipment, including fire and flood (See Appendix A for outline of the procedures.)
6. As noted, in the daily operation of the services at Library branches, the safety of patrons and staff is maintained by conventional means such as alert observation by staff, the consistent application of the Library’s Code of Conduct, and security-conscious design of Library locations. However, in some circumstances, the additional protection provided using video surveillance is essential in maintaining lawful, safe and appropriate use of Library premises. The information collected through video surveillance is used only to address unlawful conduct and breaches of Library policies and/or Library Codes of Conduct by patrons, volunteers, contractors and/or staff. The installation of any video surveillance system pursuant to this policy is in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and Library Privacy policy (OP-01).  See Appendix B for guidance on the use of the Library’s video surveillance system.
7. In accordance with Ontario Regulation 191/11 Integrated Accessibility Standards, all emergency procedures, plans or public safety information will be made available to the public in an accessible format or with appropriate communication supports, upon request.
8. Closing the Library may be necessary in emergencies including, but not limited to, extreme weather or power failure. The primary consideration is the safety of all persons in the building and on the property. The CEO or designate will determine when to close the Library during an emergency.
9. The Library cooperates with other agencies responsible for health and safety and local emergency preparedness.

Related Documents:

County of Prince Edward Public Library Policy HR-03 – Hours of Work (includes Inclement Weather and Unscheduled Library Closing)  TO BE DEVELOPED
County of Prince Edward Public Library Policy HR-07 –Workplace Harassment and Discrimination
County of Prince Edward Public Library Policy HR-08 – Prevention of Workplace Violence
County of Prince Edward Public Library Policy HR-09 – Health and Safety for Staff
County of Prince Edward Public Library Policy HR-12 – Accessibility and Staff
County of Prince Edward Public Library Policy OP-15 – Accessibility in the Library
Occupational Health and Safety Act, R.S.O. 1990, chapter O.1
Ontario Regulation 191/11 – Integrated Accessibility Standards

Appendix A:
Procedures: Evacuation, Bomb Threat, Weapons

Emergency Evacuation Procedure

1. Familiarize yourself with all available exits at your location.
2. In case of a fire, close door to fire area if possible.
3. Call 911 for emergency assistance.
4. Exit the building via the safest route and, if designated, convene with others at the designated evacuation site.
5. Provide assistance to others only if safe to do so.
6. Complete an incident report when safe to do so.

Bomb Threat Procedure

Any bomb threat is to be treated as real and is to be addressed as a serious threat to the safety and security of all in the building.

If you receive a call or notification regarding a bomb threat, keep the caller on the phone for as long as possible and WRITE DOWN as much of the following information as you can obtain:

• Time the bomb is set to go off
• Location of the bomb in the building
• Reason the bomb was set
• Type of bomb, what it looks like, etc
• Any other information that might prove useful to authorities in locating the bomb or identifying the caller: background noises, speech patterns, unusual phrases, etc

If the bomb threat is immediate:

1. Evacuate the building immediately and convene with others at the designated evacuation site
2. Once outside and away from immediate danger, call 911 for emergency assistance.
3. Complete an incident report when safe to do so.

Weapon Procedure

If you hear or see use of a weapon, notify a supervisor to determine if staff and public should evacuate or lockdown in place.

Call 911 for emergency assistance.

In the event of evacuation, follow the Emergency Evacuation Procedure.

In the event of lockdown in place:

1. Attempt to gather in a designated safe room with others, if safe to do so.
2. Lock all doors and cover windows.
3. Turn off lights and silence radios, cell phones, or other electronics.
4. Stay away from doors and windows.
5. Call 911 for emergency assistance.
6. Request identification and/or documentation from an official to confirm their identity before opening doors or windows.
7. Complete incident report when safe to do so.
8. Participate in debriefing and seek personal support as needed.

Appendix B:
Video Surveillance Guidelines

The purpose of these guidelines is to regulate the use of any video surveillance system at Library branches, balancing the security benefits derived from the use of video surveillance with the privacy rights of the individual.

Definitions

1. Video Surveillance System refers to a video, physical or other mechanical, electronic, digital or wireless surveillance system or device that enables continuous or periodic video recording, observing or monitoring of personal information about individuals in Library branches.
2. Camera refers to a device that converts images into electrical signals for television transmission, video recording, or digital storage.
3. Record includes a video or image downloaded from a video surveillance system.
4. Covert refers to concealed or hidden.

Use of Equipment

Any video surveillance equipment will be kept in a secure location and access will be limited to members of the Library staff and others only as authorized by the CEO. The video surveillance equipment will be used only for the purposes articulated in this policy. The existence of this policy does not imply or guarantee that video surveillance systems will be monitored in real time.

No camera will be placed so that it views into an area where individuals have a greater expectation of privacy, such as in washrooms, change rooms or neighbouring buildings.

Use of Records

The records collected through video surveillance are used:

• To investigate any incident involving the safety or security of patrons, staff, volunteers and/or contractors;
• To investigate any incident involving the safety or security of any Library branch;
• To investigate an incident involving violations of the Code of Conduct applicable to patrons, staff, volunteers or contractors;
• To investigate an incident involving violations of the Library Workplace Violence Policy and Workplace Harassment Policy;
• To provide evidence as required to protect the Library’s legal rights;
• To provide law enforcement agencies with evidence related to an incident under police investigation.

The length of time records are retained is dependent upon the video surveillance system. The systems are designed to automatically record over previous recordings and records are not accessed unless an incident prompts an investigation.

Covert Cameras

Covert cameras will only be installed for a limited and reasonable period of time, consistent with the objectives of monitoring and in order to address unauthorized or alleged illegal activity at a Library branch. There must be reasonable cause to suspect that an illegal or unauthorized action(s) is taking place or is about to take place. Where a covert camera is installed, informing the individual(s) concerned that the recording is taking place would seriously prejudice the reason for making the recording. In such cases, no signage will be posted. The installation of a covert camera will be subject to approval by the CEO.

Signage

The Library shall post signs visible to members of the public at all entrances and/or prominently displayed on the perimeter of the grounds under video surveillance.

Release of Records

Access to records is limited to those authorized under this policy.

Access to a record may be provided to a third party (e.g. an individual whose image has been recorded and retained) and any request for access to a record by a third party must be made in writing to the CEO or designate. The processing of a request will be pursuant to Regulation 823 of MFIPPA.

Records required for evidence shall be saved to a secure file and stored in a secure environment. Such records will be destroyed after two years unless they are still required for evidence and/or pursuant to any applicable legislation. In cases where a patron has been banned by the Library, the record(s) will be retained for a period of up to six years, or for the period of the ban, whichever is longer.

Training

All Library staff will be made aware of their obligations under MFIPPA and this policy. Training will be provided to the appropriate staff responsible for the administration and application of this policy.

Policy Number	OP-03
Policy Title	Code of Conduct (Public)
Originating Date	Was LP118, June 15, 2005
Last Review Date	January 7, 2021
Approved	January 25, 2024

The County of Prince Edward Public Library & Archives provides free and equitable access to services in a welcoming and supportive environment that is free from discrimination and harassment.

The rules set out here are intended to ensure the dignity and safety of the public and the staff, and to maintain the security of library property without disruption to library service.

The mandate to set such rules is given under the Public Libraries Act, Section 23 (4), which states that the Library Board may make rules:

• for the use of library services
• for the exclusion from the library of persons who behave in a disruptive manner or cause damage to library property
• suspending library privileges for breaches of the rules
• regulating all other matters connected with the management of library and library property.

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

• Speak and work at a reasonable and respectful volume.
• Set your mobile device to vibrate or mute.
• Follow the Internet Services Policy while using the Library Internet.
• Refrain from foul, abusive, or discriminatory language or actions.
  See Workplace Harassment and Discrimination
• Respect the sensibilities of others when viewing materials in the Library.
• Obtain permission from the Library to distribute literature or post materials on Library property
• Solicitation is not permitted in the Library.
• Get permission of people in photos or videos you are taking. Parents or guardians must provide permission for their children.
• Respect others with sensitivities to scents and limit the use of scented products.
• Wear proper clothing and footwear.
• Report disruptive behaviour to a Library employee.

Be respectful of Library property.

• Use the Library’s materials, computers, equipment, and furniture with care.
• Throw out or recycle your garbage in designated areas.
• Keep aisles, corridors, and spaces around you clear so that others can easily access them.
• Park bicycles, scooters, and small recreational motorized vehicles outside the Library.
• Small items such as skateboards or rollerblades may be brought in but may not be used inside the Library or near the entrance.

Be safe.

• Keep your belongings with you as the Library is not responsible for lost, damaged, or stolen items.
• Leave the building in case of fire, fire drills, or other emergencies.
• Follow the instructions of Library employees.

Code of Conduct – Exclusion and Appeals

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

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

Policy Number	OP-04
Policy Title	Collection Policy
Originating Date	Was LA 100, June 15, 2005
Last Review Date	February 16, 2016
Approved	June 21, 2023

Purpose of the Collection

The public library is the principal means whereby the record of thoughts and ideas, and the expression of the creative imagination is made freely available to all.

The County of Prince Edward Public Library will:

• Assemble in organized collections, books, and educational, informational, and recreational material to promote the communication of ideas, an enlightened citizenship and enriched personal lives.
• Provide books and other materials through which inquiring minds may encounter the original, sometimes unorthodox, and critical ideas so necessary in a society that depends on the free circulation of ideas for health and survival; and
• Provide a progressive, user-oriented service which responds to and anticipates the educational, cultural, leisure and information needs of people in Prince Edward County.

Goals of the Collection
The collection of the County of Prince Edward Public Library will:

• Provide access to all expressions of knowledge, creativity, and intellectual activity.
• Provide a wide range of resources for self-development and independent study and to complement formal education.
• Meet the informational needs of all members of the community.
• Provide materials which stimulate and support enjoyment of, and participation in, cultural life.
• Provide access to information of local interest or concern.
• Provide materials for recreational and leisure use.

To achieve these goals, the Library will:

• Select materials which represent all sides of a wide range of issues.
• Consider materials in terms of timeliness, demand, quantity, and authority.
• Develop collections of materials in a variety of formats.
• Acquire materials in formats usable by people with disabilities.
• Acquire materials for all ages and levels of comprehension.

Collection as part of the system
The Board recognizes that the information needs of the community cannot be met through the resources of the County of Prince Edward Public Library alone. The Board views the Library’s print collection as one essential element in an information system which also includes interlibrary loan, eBooks, and online subscription databases.

Responsibility for the collection
Material selection is the responsibility of the CEO and those designated.

Content of the collection
The County of Prince Edward Public Library will provide as wide a spectrum of material as budget and space limitations will allow, with emphasis on:

• Materials of current and future significance and interest.
• Materials which increase the individual’s ability to function in today’s society.
• Materials which entertain and thus enhance the individual's enjoyment of life.

Types of materials
The library will provide books (both in print and electronic), periodicals, audio recordings, DVDs, Internet access and materials in other formats as required.

Language
The library will meet the community’s need for books in various other languages primarily though interlibrary loan.

Size of the Collection
Recognizing the limitations of available physical space, the size of the print collection must be limited to:

• Ensure adequate space for public and staff circulation and activities, including wheelchair accessibility.
• Avoid overcrowding of the collection.
• Ensure materials are up to date and relevant.

A quantity of volumes not less than three times the populations served will be maintained in the Library.

General selection criteria
Materials selected will meet high standards in quality, content, expression, and format. All acquisitions whether purchased or processed from donations shall be considered in terms of the following criteria:

• Suitability of subject and style for the intended users
• Reputation and authority of the author and publisher
• Comments of reviewers and critics
• Strengths and weaknesses in the existing collection
• Demand in the community
• Availability of materials through interlibrary loan
• Suitability of physical form, layout and construction
• Timeliness and accuracy
• Purchase price

Suggestions from the Public
Suggestions from library patrons for purchase of books or other materials will be welcomed and considered, with the Library’s selection policy in mind.

Composition of the Collection
The composition of the Library collection shall reflect the needs and interests of the community as determined by analysis and experience on the part of the library staff. The Library recognizes the need to accommodate the varying tastes, interests, purposes, and reading skills of its patrons. While there is no single standard of quality, preference will be given to fiction and nonfiction that contributes to the balance of the collection with regard to styles of literature, subject and patron appeal. As it is not possible to keep all retrospective materials, access to these works will be maintained through the interlibrary loan network.

Collection Maintenance
The collection supervisor will create an annual plan for deselection using available circulation data. Materials that are out of date, damaged or not circulation will be removed from the collection.

Local History & Fiction
Providing access to the historical past of the County of Prince Edward Public and the surrounding area, as well as promoting the development of local literacy culture is an important function of the library.

Works by and about local authors and materials relating to the history of the County of Prince Edward will be acquired if they meet the selection standards of the Library and are suitable to the community’s needs.

Primary source documents, microfilm or fiche, photographs, postcards and other fragile, unique objects relating to Prince Edward County will be the responsibility of the Archives under their own acquisition policy.

E-books and online subscription resources
E-books and online subscription resources will be purchased and made available through the Library’s website. Demand will be monitored, and purchases made with this in mind. Consortium purchasing will be used whenever possible.

Organization of the Collection
In order for the Library collection to be of maximum use to library users, the collection will be organized to facilitate access. This will be achieved through a local and systematic physical arrangement of individual items and an online public access catalogue. Whenever possible, the same or similar organization strategies should be used at all branches.

The Dewey Decimal Classification System will be used to organize the nonfiction book collection.

The County of Prince Edward Public Library employs a floating collection strategy – no materials are owned by any one branch. Any items may be returned to any branch of the library, and they will remain there until borrowed or requested patrons elsewhere.

Intellectual Freedom
The public library is a democratic institution, and no individual or minority group should be able to limit the community’s freedom to read. Democracy cannot flourish unless material representing all viewpoints is freely available. The County of Prince Edward Public Library subscribes to the “Intellectual Freedom Statement” ratified by the Canadian Federation of Library Associations (CFLA), which affirms its commitment to the following:

• All persons in Canada have the fundamental right, as embodied in the nation’s Bill of Rights and the Canadian Charter of Rights and Freedoms, to have access to all expressions of knowledge, creativity, and intellectual activity and to express thoughts publicly. The right to intellectual freedom under the law is essential to the health and development of Canadian Society.
• It is the responsibility of libraries to guarantee and facilitate access to all expressions of knowledge and intellectual activity including those which some elements of society may consider to be unconventional, unpopular, or unacceptable. To this end, libraries shall acquire and make available the widest variety of materials.
• Libraries should resist all efforts to limit the exercise of these responsibilities while recognising the right of criticism by individuals and groups.
• Both employees and employers in libraries have a duty, In addition to their institutional responsibilities, to uphold these principles.

Controversial Materials
The Board recognizes that some books may be regarded by certain individuals or groups as controversial, whether because of bias, frankness of language, political expression, or moral implication.

• Selection should not and will not be made on the basis of anticipated approval or disapproval by any individual or group in the community but rather on the evaluation by the CEO or designate of the publication’s literary merit, authenticity, topical interest and use to the audience for whom it is intended. The primary aim is to establish a balanced collection which adequately represents various points of view on many subjects.
• The ideas and opinions found in the Library’s collection are not advocated by the Library Board or staff. The presence of materials in the Library does not indicate an endorsement of their contents by the Library.
• Materials representing all points of view concerning the problems and issues of our times will be provided in the library’s collection. Books or other materials of sound factual authority shall not be proscribed or removed from library shelves because of doctrinal or partisan disapproval.

Excluded from the collection:

• The Library collection provides materials for self-study but is not primarily designed to furnish required reading for academic study. Materials needed for formal courses of study by elementary and secondary schools, and post- secondary institutions of learning will not necessarily be provided. Textbooks shall be purchased only when they provide the best coverage of a subject and are useful to the public.
• Materials which obviously foster religious or racial intolerance are outside the scope of this collection.
• Materials that are banned under Canadian law will automatically be excluded from the Library’s collection.

Children’s Reading
Responsibility for the reading activities of children rests with their parents or legal guardians. Selection of materials for the adult collection shall not be restricted by the possibility that children may obtain materials that their parents consider inappropriate. The Board believes in the freedom of the individual and in the right and obligation of parents and guardians to develop, interpret and enforce their own code of acceptable conduct within their own household.

Complaints about the Collection

• The Board recognizes the right of an individual or group to make a complaint to the Library administration concerning the collection.
• Requests by individuals or groups to have an item or items removed from the Library’s collection shall be referred in writing on a Request for Reconsideration of Library Materials form.
• Upon receiving the form, the CEO or designate(s) shall review it in light of the Board’s policy concerning the Library collection.
• If the inclusion of the item in the Library collection is found to be legitimate and justifiable based on the guidelines set out by the Board policy, the item will be temporarily withdrawn from the collection and the Board will be asked by the CEO to decide on the matter. The Board will communicate that decision in writing to the complainant.

Request for Reconsideration of Library Materials Form.

Policy Number	OP-05
Policy Title	Resource Sharing Policy
Originating Date	Was LP112, February 2003
Last Review Date	November 11, 2015
Approved	January 25, 2024

Resource Sharing Policy

Resource sharing through the provincial interlibrary loan network is a primary service that supports the mission of libraries by providing enhanced access to library materials and information. By participating in resource sharing, the County of Prince Edward Public Library Board (‘the Library’) provides Library users with access to shared collections, the collections of other libraries, and makes its collections available to other libraries. See also Appendix A.

1. The Library will participate in resource sharing opportunities by:
   
   1. joining collaborative initiatives such as the provincial interlibrary loan network;
   2. using resource sharing as an adjunct to, not a substitute for, the Library’s collection;
   3. offering provincial interlibrary loan service to Library card holders in good standing.
2. Interlibrary loan is a transaction in which the Library borrows materials directly from another library on behalf of a user, or another library borrows materials from the Library on behalf of its user through INFO (Information Network for Ontario). The Library will:
   
   1. adhere to the provincial interlibrary loan policies and participation standards
   2. make its database of holdings available to the provincial interlibrary loan network
   3. promote awareness of the interlibrary loan service
   4. request materials not available within the Library’s collection
   5. request any type of library materials needed for the purpose of study, instruction, information, recreation, or research
   6. not request items already owned by the Library
   7. support the Library’s book clubs and other book-based programming by requesting multiple copies of a book even if the Library already owns a copy
   8. strictly observe any conditions for use of loaned materials that are imposed by a lending library
   9. not charge users a fee for borrowing via interlibrary loan
   10. consult with users in advance regarding fees charged by lending libraries (such as replacement or late fees)
   11. be responsible for materials borrowed on behalf of patrons and pay for overdue charges, damage, or loss of material borrowed on interlibrary loan
   12. reserve the right to limit the number of concurrent requests by an individual user
3. Interlibrary loan service is offered to other libraries that abide by the provincial interlibrary loan policies and participation standards. The Library will:
   
   1. make available the broadest range of materials for interlibrary loan with the following exceptions:
      
      1. equipment
      2. materials limited by licensing agreements
      3. materials designated as non-circulating
      4. lendable technology
   2. reserve the right to refuse to lend other materials or to ask a borrowing library to restrict use of materials lent
   3. respond to requests within two (2) business days or as soon as possible
   4. circulate items for the same period of time as for regular circulation
   5. grant renewals unless the material is needed for another user of the Library
   6. charge for damaged or lost materials based on the Library Circulation Policy

Related Documents:

INFO (Information Network of Ontario) Participation Policies and Schedules
https://www.olservice.ca/interlibrary-loan/interlibrary-loan-resources/interlibrary-loan-policies

County of Prince Edward Public Library. OP-12 Circulation Policy

Appendix A: ILLO Procedures

Requesting an ILLO

In order to make a request for an ILLO (Interlibrary Loan), the following steps must be taken:

Ensure that there are no materials that meet the needs of the patron within the County of Prince Edward Public Library (The Library).

If no suitable materials are located, explain that it is possible to procure material from libraries outside of the Library.

Library staff will provide instruction to patrons for patron-initiated ordering. The ILLO supervisor will monitor number of requests made by patrons. The method of shipment will be Canada Post and courier on specific days of the week.

Renew an ILLO

Library patrons should be instructed to call the Picton Branch as directed on the ILLO book cover.

Missing or Late Materials

The patron is responsible for all borrowed materials.
Any lost or stolen books will be invoiced from the lending library and the patron will be barred pending payment of amounts invoiced.

Policy Number	OP-06
Policy Title	Programming Policy
Originating Date	Was LP107, February 2003
Last Review Date	November 11, 2015
Approved	January 25, 2024

Programming Policy

Programming supports the County of Prince Edward Public Library Board (‘the Library')’s mission to provide excellence in library service. Every effort will be made to provide educational, interesting programming that enhances quality of life for all ages in the community. Programs will be accessible to all, when and where space allows.

Programs are defined as any activity that the Library offers to the public that is coordinated, planned, presented or supported by a staff member. This policy defines the provision of programs by Library staff and through co-sponsored or partnership activities.

1. The Library upholds the principle of intellectual freedom embodied in the Canadian Federation of Library Associations’ Statement of Intellectual Freedom and Library sponsorship of a program does not constitute an endorsement of the content of the program, or the views expressed by presenters or participants. See Intellectual Freedom Policy FN-04.
2. All programs are designed to be inclusive, providing activities that are innovative, and community driven. The public are encouraged to submit programming ideas. The Library may deliver programs that present controversial or varied points of view. Community members are expected to respect the rights and freedoms of others when expressing concern over any specific program. All expressions of concern should be addressed, in writing, to the CEO of the Library.
3. Programs offered by the Library will:
   1. reflect the needs and interests of the community
   2. be diverse in scope
   3. be offered and identified for children, young adults, families, adults and seniors
   4. aim to promote literacy in various forms whenever possible
   5. be free of charge and not advance commercial projects except as noted below
   6. be open to all, based on first come, first served basis
   7. be offered either by registration or on a first arrive, first served basis

On occasion, the Library will offer programs in conjunction with community partners. In these instances, the above guidelines will apply.

On occasion, individuals may request use of the Library to provide commercial programs. These will require approval by the CEO or designate.

Related Documents:

County of Prince Edward Public Library. Intellectual Freedom Policy  (FN-04)
County of Prince Edward Public Library. Equity, Diversity and Inclusion Policy (FN-06)
County of Prince Edward Public Library. Code of Conduct (Public) (OP-03)
County of Prince Edward Public Library. Meeting Room Policy (OP-08)

Policy Number	OP-07
Policy Title	Technology and Internet Services Policy
Originating Date	February, 2016
Last Review Date	February, 2024
Approved	March, 20244

Technology and Internet Services Technology

The County of Prince Edward Public Library Board (the ‘Library’) recognizes the Internet as a public resource tool to be used to access ideas and information.

In providing public access to the Internet, the Library recognizes the insecurities of an unregulated, global environment. Internet content may not be accurate, complete or current and patrons must personally assess the validity of any information found. It is understood that technical problems may sometimes occur and interrupt Internet services.

This policy establishes the provision of public network services to access the Internet, acceptable use of these services by users, staff responsibilities, and consequences of inappropriate behavior or illegal activity by users.

Section 1: Access to the Public Network

1. The Library provides members of the public with Internet access through the Library’s networked desktop computers and laptops as well as through the Library’s wireless network which can be used with personal mobile devices.
2. The Library’s wireless networks provide internet access 24 hours a day, 7 days a week, 365 days a year. Technical interruptions will be addressed as soon as possible.
3. Some computers in the Library have specific accessibility features including raised keyboards, large monitors, and adjustable heights for equipment. There may be a one-hour time limit on public access computer use.
4. If no other patron or staff member is waiting to use the workstation, this time limit may be extended. Computers may be reserved.

Section 2: Internet Filtering

1. The Library does not use filtering software. This access to, and use of, the public computer network is compatible with the Library position on Intellectual Freedom (FN–04).

Section 3: Use by Children

1. Children may access all information and use all facilities provided by the Library. Children’s access to the Internet is compatible with the policy on Children in the Library (OP-10) and the library position on Intellectual Freedom (FN–04).
2. The restriction of a child’s use of a Library computer, including Internet and wireless access, is the responsibility of parents and guardians. The Library accepts no responsibility for enforcing restrictions which a parent or guardian places on a child’s use of the Internet.

Section 4: Acceptable Use of Technology in the Library

1. Public Internet access computers are situated in public areas and all information viewed should be of a generally acceptable nature. Unacceptable Internet conduct can include viewing material intended for mature adults.
2. Public Internet access computers utilise software which restores them to a baseline system-state upon reboot. Patrons are therefore advised to reboot computers when finished to remove any personal information, such as browsing history and login credentials. Patrons are also advised to log out of accounts and delete personal files after computer use. Failure to follow these practices may put personal information in jeopardy, and the Library assumes no responsibility for lost and stolen information.
3. Users must respect the laws of Canada when using the public network. Use of the public network for illegal, actionable or criminal purposes is prohibited. Examples of such illegal activities include, but are not limited to, harassment or stalking, libel, illegal commerce or solicitation, "hacking" or tampering with other computer systems, viewing, downloading and/or printing child pornography. Users who use the Internet for illegal and/or inappropriate purposes may have their library privileges suspended or be required to leave the Library. Illegal use, within the definitions of federal or provincial legislation, will be reported to the police.
4. Users of the public network shall not violate or circumvent copyright and other intellectual property rights. Liability for infringement rests with the user.
5. Patrons should not interfere with computer or network equipment belonging to the Library and should not unplug Library equipment in order to use network cables or personal devices. Anyone found misusing or damaging library equipment of any type may have their library privileges suspended, and will be financially liable for any damage to the equipment.
6. The Library encourages a friendly, comfortable atmosphere and will not tolerate behavior that negatively impacts other patrons and their enjoyment of services. Please see our "Code of Conduct" policy (OP-03) for details. Behavior that is deemed unacceptable may result in intervention by Library staff and may result in the loss of Library privileges.

Section 5: Library Responsibilities

1. The Library proactively helps and promotes public access to quality information for all users. Library staff are available to assist with:
   • finding and evaluating the quality of an Internet site
   • understanding basic computer use
   • accessing the public workstations and personal devices
   • accessing the Library’s subscription e-resources and e-books
2. Staff may not be able to help with specific programs or use advanced techniques. Patrons requiring further assistance are encouraged to participate in our computer and Internet computer skills workshops or book a one-on-one tutorial. Patrons should check the Library's calendar of events online at www.peclibrary.org or contact the computer lab for further IT-related questions.
3. Library computers are equipped with anti-virus software. However, the Library does not take responsibility for the configuration, security or files on personal devices resulting from connection to the Library’s network. The Library assumes no responsibility for the security and privacy of online transactions, as the Internet is not a secure medium and third parties may be able to obtain information about the user’s activities. The Library is not responsible for any damages sustained while using a personal device.
4. The Library assumes no liability for content of the information accessed through the Internet and assumes responsibility only for the information provided on the Library website. The Library is also not responsible for the site content of links to other resources provided through its website.

Related documents

• Code of Conduct (Public) (OP-03)
• Children in the Library (OP-10)
• Intellectual Freedom (FN–04)

Policy Number	OP-08
Policy Title	Meeting Rooms
Originating Date	February 2003
Last Review Date	October 2, 2015

Meeting Rooms

Meeting rooms in the library bring together the resources of the library and the activities of the community for educational, cultural, civic, recreational, and charitable purposes. The library provides a forum for the expression of diverse ideas and opinions; however, use of the meeting room shall not be interpreted to constitute endorsement by the County of Prince Edward Public Library and Archives of the policies and beliefs of groups or individuals.

The County of Prince Edward Public Library and Archives:

• Will not knowingly permit any individual or group to use its facilities in contravention of the Criminal Code of Canada. Federal, Provincial, and Municipal legislation and regulations must be observed at all times.
• Reserves the right to accept or refuse a reservation, or to cancel any bookings at its discretion.

The CEO authorizes the use of the rooms. The schedule will be maintained through an online calendar. Staff will make every effort to notify scheduled users of the unavailability of the meeting room in case of emergencies.

The County of Prince Edward Public Library subscribes to the “Position on Third Party Use of Publicly Funded Library Rooms and Facilities” ratified by the Canadian Federation of Library Associations (CFLA), which affirms its commitment to the following:

• Publicly funded libraries that make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
• CLFLA-FCAB affirms that allowing use of its meeting rooms or facilities in no way correlates to the library endorsing the nature of the free expression of any individual or group using a meeting room or facility.
• CFLA-FCAB affirms controversial expression is supported in the library. Equally so, challenge to controversial expression is supported. CFLA-FCAB does not, however, endorse the exercise of prior restraint as a means to avoiding controversy in the library.
• CFLA-FCAB unequivocally directs libraries to work within the Canadian law and human rights codes.
• CFLA-FCAB recognizes Canadian public libraries are subject to the Charter of Rights and Freedoms, which identifies freedom of expression as one of the four fundamental freedoms in Canada, subject only to reasonable limits prescribed by law as can be demonstrably justified in a free and democratic society.
• CFLA-FCAB recognizes there is a wide range of measures available to libraries to minimize and correct violations of the law, expecting libraries to exercise due diligence and avoid being willfully blind to illegal behaviour.

Room bookings will be guided by the following:

• Library programs and services, meetings, and events have priority for scheduling, after which other applications are considered on a first-come, first-served basis. All required information as outlined on the booking software must be provided.
• Meetings which disturb regular library functions may not be scheduled.
• Approval of the CEO is required at the time of booking to sell goods and services.

Room use will be guided by the following:

• Use of the room shall be subject to the supervision of the employees of the Library.
• Damages to the meeting room, furnishing and equipment will be paid for by the applicant.
• Set up, take down and clean-up will be the responsibility of the individual or group. Use of materials or decorations on the walls requires prior approval.
• The maximum occupancy of the meeting room shall be obeyed.
• All users will agree to hold the library harmless for any loss, damage, liability, or costs that may arise during, or be caused in any way by the use of the library facility.
• Use of the meeting room does not include authorization to use the library logo and branding elements.

Room rental fees:

• There is no charge for the use of meeting rooms by a non-profit organization.
• “For-profit” groups will be asked to make a donation for the use of the space.

Policy Number	OP-09
Policy Title	Community Information Policy
Originating Date	February 2003
Last Review Date	February, 2024
Approved	March, 2024

Community Information Policy

The County of Prince Edward Public Library Board (the ‘Library’) makes available information on community activities, agencies, and organizations to facilitate access to resources within the community and as a partner in promoting community services and events. The Library encourages the display of bulletins, brochures, and posters regarding events or activities so that residents can fully participate in community activities.

This policy sets out the types of information suitable for collecting, displaying, and sharing in the Library.

Section 1: Community Information Collection and Services

1. The Library will endeavor to collect and keep current information on the services of community agencies and organizations. This will include up-to-date information on, but not limited to:
   
   • municipal services
   • community groups
   • educational organizations
   • health and social services agencies, and -
   • religious, recreational, and cultural institutions
2. The Library will provide easy, convenient, and confidential access to information on agencies and organizations.
3. The Library staff will be knowledgeable about community agencies and organizations; and capable of referring people appropriately and in a respectful manner.
4. Patron confidentiality will be respected, except in cases where requirements of the law intervene.

Section 2: Community Information Displays in the Library

1. The Library will make available physical space at each of the branches to display materials about community activities and events (such as a community information bulletin board).
2. The display of material does not constitute an endorsement of any group, activity, or event by the Library.
3. The Library staff handle all placement, posting, and removal of community information materials. Materials will be accepted on a space available basis using the following priorities: notices of library programs, events, activities, and services notices of community interest from the local municipality and agencies notices of cultural, educational, and recreational events
4. All materials posted become the property of the Library and the Library will dispose of materials as it sees fit.
5. The Library will not display or distribute:
   
   1. materials that contravene the Ontario Human Rights Code, federal or provincial laws and regulations;
   2. faith-based materials whose primary purpose is the promotion of faith. However, events sponsored by local religious groups may be displayed;
   3. materials advertising and promoting commercial products or services;
   4. personal ads and notices including notices of items for sale or rent;
   5. multiple copies of the same posting on the bulletin board.
6. Any complaints or appeals will be addressed by the CEO or designate.

Section 3 Election Campaign Material

1. Material whose primary focus is partisan or political in nature cannot be displayed or distributed in the Library with the following exceptions:
   
   1. political materials may be eligible when it announces open meetings and forums for discussion of community issues, and
   2. during an election the Library may provide an area where all candidates may make available up to 25 copies of their campaign brochure.

Related Documents

County of Prince Edward Public Library OP–16 - The Library and Political Elections

Policy Number	OP-10
Policy Title	Children in the Library Policy
Originating Date	February 2003
Last Review Date	February, 2024
Approved	March, 2024

Children in the Library

The County of Prince Edward Public Library Board (“the Library”) recognizes that the needs of children are important in their own right: that their intellectual growth, their cultural appreciation, and recreational activities should be fostered through quality library service, delivered with consideration and respect.

This policy sets out the services to be offered for children and their caregivers in the Library. This policy also sets out the responsibilities for the safety and supervision of children in the Library.

The Library endeavours to provide this service based on the principles stated in the Ontario Library Association's Children's Rights in the Public Library, 1998. See Appendix A.

Section 1: Library Space

1. The Library provides a pleasant and inviting atmosphere for children by:
   
   • Assigning an area within each branch specifically designed for children while allowing children to have open access to facilities throughout the branches.
   • Having an area specifically designed for children’s programming separate from daily library service areas.
   • Having furniture, shelves, and equipment that are designed for and accessible to children.
   • Ensuring that signage is clear and legible for children.

Section 2: Staffing

1. The Library will employ a children’s specialist and will support a program of ongoing staff training and professional development for public service staff in children’s services.
2. The CEO will ensure that all staff members assigned to public services receive appropriate training to provide knowledgeable library service including serving on committees and attending workshops, courses and conferences related to the entire library field.
3. The Library staff will advocate for children’s services in the community by:
   
   • collaborating with agencies to promote early literacy, love of reading, lifelong learning and children’s well-being;
   • networking with other agencies who provide service to children in the community, region, and province;
   • communicating with educators in the community;
   • promoting the children’s services and collections to groups who could benefit from them (e.g., schools, daycares).
4. While Library staff will assist children with finding materials, using the Internet or attending programs, caregivers are responsible for their children’s use of the Library and suitability of materials borrowed.

Section 3: Collections

1. The CEO or designate will ensure the maintenance of a comprehensive collection of materials for and about children, based on the Collection Policy OP-04.
2. The collections for children will meet best practice standards of quality and reflect the changing educational needs and personal interests of children.
3. Collection development for children’s materials will focus on, but not be limited to:
   
   • Canadian authors and content
   • award-winning and nominated authors
   • non-fiction material that complements the local school curriculum
   • age-appropriate formats diversity and inclusion
4. The Library staff will ensure that the children’s collection is organized for easy access and with children’s capabilities in mind.
5. Access to children’s materials in the Library will not be restricted by Library staff but will be the responsibility of caregivers to determine suitability for their child.

Section 4: Reference and Readers Advisory

Library staff will utilize the full range of library collections, technology, and resources to answer all users’ requests for advice on selecting books and for information, regardless of age and without judgment, with confidentiality and respect.

Library staff engage in meaningful and age-appropriate conversation to better understand what each child wants and needs.

Section 5: Programs

1. The Library will provide programming for children and caregivers, both in and out of the Library, to stimulate creative potential and to encourage and facilitate the habit of reading, independent learning and lifelong use of the Library.
2. The Library will provide educational, entertaining, and literacy related programs and support for children, such as:
   
   • programs for parents/guardians, adults, caregivers that will educate them on the importance of early literacy, the role of the library in their children’s lives, and the support the Library can offer them.
   • programs for classes, children’s groups, daycares, etc., depending on age, that will emphasize early literacy and library orientation, and encourage reading for leisure, or highlight various aspects of the collection.
   • programs for summer, school breaks, and professional development days will be primarily literacy based and will highlight various aspects of the collection while encouraging reading for pleasure or leisure activities.
3. The number of participants for all programs will be restricted based on size of the facility, fire department limits, staff capacity and resources, and may result in requirements to pre-register for a program.
4. Some programs may limit the age of children and the number of children per accompanying adult. This limit may be enforced by the staff as the program is designed for maximum benefit to the child/caregiver.

Section 6: Promotion

1. The Library actively promotes a variety of formats of library services to children by:
   
   1. Publicizing Library activities and services for children on a regular basis utilizing local media.
   2. Producing publications related to children’s services and activities as a regular and ongoing part of the Library’s publicity programme.
   3. Posting information on the Library website.

Section 7: Safety of Children in the Library

The Library recognizes that children of all ages have a right to a welcoming, respectful, supportive, and safe environment when they visit the Library. As a public facility, the Library does not monitor the activities of its patrons unless there is a problem with conduct as outlined in OP-03 Code of Conduct, or a child is left unattended as outlined in this policy (OP-10 Children in the Library).

1. Responsibilities of the Parent or Caregiver

1. Responsibility for the welfare and the behaviour of children using the Library ultimately rests with the parent/guardian or an assigned caregiver.
2. The Library is guided by the terms in the Ontario Child, Youth and Family Services Act (CYFSA) with regards to unattended children.

   Section 136 (3) “Leaving child unattended (3) No person having charge of a child younger than 16 shall leave the child without making provision for the child’s supervision and care that is reasonable in the circumstances.”

   This legislation does not specify an age at which a child can be left alone, rather the legislation sets out to protect young people from any type of abuse or neglect and requires that ‎all parents and caregivers must make reasonable plans (which will vary according to a child’s age, maturity and circumstances) for the supervision of young people under 16 in their care.

3. To this end, the Library expects parents, caregivers and teachers to:
   
   • not leave children under 16, requiring supervision, to be unattended in the Library.
   • monitor the use of services by children under their care.
   • be responsible for the appropriate behaviour of children under their care.
4. In the Library:
   
   • Children aged ten and over are welcome to use the Library independently on a regular basic, but parents or caregivers are still responsible for the behaviour of any children to 16 while they are in the Library.
   • Children under the age of 10 should be accompanied by a parent or responsible caregiver while in the Library. A child under 10 attending a Library program need not be accompanied into the program by a parent or caregiver unless otherwise indicated, however, the parent or caregiver should remain in the building during the program.

2: Responsibility of Staff

1. Library staff will be guided by this policy in situations where:
   
   • an unattended child is found frightened or crying in the Library.
   • an unattended child is perceived to be endangering themselves or others.
   • another person in the Library poses a perceived threat to an unattended child.
   • an unattended child exhibits inappropriate behaviour.
   • an unattended child is not met by a responsible caregiver at closing time.
2. Where a responsible adult cannot be contacted, Library staff will:
   
   • not leave a child unattended at closing time.
   • not give the child a ride home.
   • contact local police or Children’s Aid Society (CAS).
   • remain with the child until the proper authorities can take the child into their care.

3: Duty to Report

1. The Child, Youth and Family Services Act (Section 125) 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 a legislated obligation to report promptly to the Children’s Aid Society (CAS) if they suspect that a child or youth under the age of 16 is, or may be, in need of protection. The CYFSA defines the phrase "child in need of protection” as including physical, sexual and emotional abuse, neglect, and risk of harm.
2. When Library staff members have reasonable grounds to suspect that a child is, or may be, in need of protection, they will advise the Library CEO and together they will promptly report the suspicion and the information upon which it is based to the local CAS, as required in CYFSA s.136 (1).

4: Truancy

Truancy is a school and parent issue, not a library one. The library cannot act in the role of either parent or police.

Related Documents

Ontario's Child, Youth and Family Services Act. S.O. 2017, CHAPTER C.14, sections 74, 84 (1), 125, 136 (3).
County of Prince Edward Public Library OP – 03 Code of Conduct
County of Prince Edward Public Library OP – 04 Collection Policy
County of Prince Edward Public Library OP – 07 Technology and Internet Services Policy
County of Prince Edward Public Library OP – 12 Circulation Policy

Policy Number	OP-11
Policy Title	Young Adults in the Library Policy
Originating Date	October, 2015
Last Review Date	February, 2024
Approved	March, 2024

Young Adults in the Library

The County of Prince Edward Public Library Board (the “Library”) recognizes that the needs of young people are important in their own right: that their intellectual growth, their cultural appreciation and recreational activities should be fostered through quality library service, delivered with consideration and respect.

This policy sets out the services to be offered for teens and young adults in the Library and sets out the responsibilities for the safety and supervision of teens/young adults while the Library. The Library endeavours to provide this service based on the principles stated in the Ontario Library Association's Teens Rights in the Public Library, as adopted at the OLA Annual General Meeting June 2010. See Appendix A.

Section 1: Library Space

1. Where possible within the branches, the Library will provide a well-planned area for teens/young adults where young people are invited to explore the Library materials and services in their own way.
2. The area will have accessible furniture, shelves and equipment that are designed for teens/young adults. The Library will ensure that signage is clear and age appropriate.

Section 2: Staffing

1. The Library will support a program of ongoing staff training and professional development in services for teens/young adults.
2. The CEO will ensure that all staff members receive appropriate training to provide knowledgeable library service.
3. The Library staff will advocate for teen/young adult services in the community by:
   1. collaborating with agencies to promote love of reading, lifelong learning, and teens’ health and well-being;
   2. networking with other agencies who provide teen/young adult services in the community, region, and province;
   3. communicating with educators in the community;
   4. promoting the teen/young adult services and collections to groups who could benefit from them (e.g., schools, youth groups).

Section 3: Collections

1. The CEO will ensure the maintenance of a comprehensive teen/young adult collection based on the Collection Policy OP-04.
2. The collections for teens/young adults will meet best practice standards of quality and reflect the changing educational needs and personal interests of teens/young adults.
3. Collection development for teen/young adult materials will focus on, but not be limited to:
   
   • Canadian authors and content
   • award-winning and nominated authors
   • non-fiction material that complements the local school curriculum
   • age-appropriate formats
   • diversity and inclusion
4. The Library staff will ensure that the collection is organized for easy access.
5. Access to adult materials will not be restricted by library staff but will be the responsibility of caregivers to determine suitability for their teen/young adult.

Section 4: Reference and Readers Advisory

1. Library staff will utilize the full range of library collections, technology, and resources to answer all users’ requests for advice on selecting books and for information, regardless of age and without judgment, with confidentiality and respect.

Section 5. Programs

1. The Library will provide educational, entertaining, and literacy related programs and support for teens/young adults, such as programs for summer, school breaks and professional development days that will highlight various aspects of the collection while encouraging reading for pleasure or leisure activities and facilitate the habit of reading and lifelong use of the library.
2. Library staff will actively involve teens/young adults in planning and implementing programs for this age group.
3. The number of participants for all programmes will be restricted based on size of the facility, fire department limits, staff capacity and resources, and may result in requirements to pre-register for a program.

Section 6: Safety of Teens/Young Adults in the Library

The Library recognizes that people of all ages have a right to a welcoming, respectful, supportive, and safe environment when they visit the Library. As a public facility, the Library does not monitor the activities of its patrons unless there is a problem with conduct as outlined in OP-03 Code of Conduct, or a child is left unattended as outlined in OP-10 Children in the Library. There are specific situations which require specific guidance:

1. Truancy - Truancy is a school and parent issue, not a library one. The library cannot act in the role of either parent or police.
2. Missing Persons - Library staff will not give information to any person over the telephone as to whether a person is currently in the Library or has been in the Library recently. Library staff may offer to take a message and ask the teen/young adult to call the person back. In the case of a missing person, Library staff will share information with the law enforcement agency requesting specific personal information.
3. Duty to Report
   1. The Child, Youth and Family Services Act (Section 125) 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 a legislated obligation to report promptly to the Children’s Aid Society (CAS) if they suspect that a child or youth under the age of 16 is, or may be, in need of protection. The CYFSA defines the phrase "child in need of protection” as including physical, sexual, and emotional abuse, neglect, and risk of harm.
   2. Library staff who are concerned that a 16-or 17-year old is, or may be, in need of protection may make a report to Children’s Aid Society (CAS) and the CAS is required to assess the reported information
   3. When Library staff members have reasonable grounds to suspect that a child or youth is, or may be, in need of protection, they will advise the Library CEO and together they will promptly report the suspicion and the information upon which it is based to the local CAS, as required in CYFSA s.136 (1).

Related Documents:

County of Prince Edward Public Library OP - 03 Code of Conduct
County of Prince Edward Public Library OP – 04 Collection Development Policy
County of Prince Edward Public Library OP – 07 Internet Services Policy
County of Prince Edward Public Library OP – 10 Children in the Library Policy
County of Prince Edward Public Library OP – 12 Circulation Policy

Appendix A – 
Ontario Library Association - Teen’s Rights in the Public Library

Goals for Library Services for Teens: 

Young people are valuable members of our library community who deserve the same respect, dignity and human rights as all library members. This document provides a framework for developing library services to teens that meet the educational, informational, and cultural and leisure needs of young people in ways that are developmentally appropriate. Each public library has a different community to serve and therefore different priorities and needs. Although specific services for teens have not been well established in all libraries, these goals are created in the belief that young adulthood is a unique life stage and that young adults are entitled to the same quality of library services offered to other age groups in the population.

(Adapted from the IFLA Guidelines for Library Services for Young Adults, 2006 and the YALSA Guidelines for Library Services to Teens, Ages 12-18, 2006.) 

The goal of library services for teens is to assist with the transition from children’s services to adult services and to provide access to both resources and an environment that meets the needs of young people for intellectual, emotional and social development. Specifically these needs are based on the unique seven developmental needs of adolescents and the five core values of quality service to teens: 

Seven Developmental Needs of Teens 

• Physical activity
• Competence and achievement
• Self-definition 
• Creative expression
• Positive social Interaction with Peers and Adults 
• Structure and Clear Limits 
• Meaningful Participation 

Excerpted from: Dorman, G. (1981). The Middle Grades Assessment Program: User’s Manual. Carrboro, NC: Center for Early Adolescence 

Five Core Values of service to teens 

• Respecting and responding to unique YA needs
• Providing equal access
• Empowering Youth through participation
• Engaging Teens in active collaboration
• Supporting healthy youth development

Core Values excerpted from Jones, P. (2002). New directions for library service to young adults. Chicago: American Library Association.

Teens in Ontario Public Libraries have the right to:

1. Intellectual freedom

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.

2. Equal access to the full range of materials, services, and programs specifically designed and developed to meet their unique needs.

The library integrated 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.

3. Adequate funding for collections and services related to population, use and local community needs. 

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.

4. Collections that specifically meet the needs of teens 

The library provides a wide spectrum of current materials of interest to young adults to encourage lifelong learning, literacy, reading motivation, and reader development. The library endeavors to develop collections that encourage leisure reading, support homework and school success and respond to gender and cultural diversity. The library provides unfettered access to technology including social networking, licensed databases, and other online library resources for teens. 

5. A library environment that complements their physical and developmental stages. 

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. 

6. Welcoming, respectful, supportive service at every service point.

The Library promotes friendly, positive, unbiased 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. 

7. 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. 

8. 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.) 

9. 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. 

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

Adopted at the Ontario Library Association Annual General Meeting June 2010.

Policy Number	OP-13
Policy Title	Local History and Archives Policy
Originating Date	Was Archives policy. Local history was in the Collection Policy
Last Review Date	February, 2024
Approved	May, 2024

Local History and Archives Policy

The County of Prince Edward Library and Archives (‘the Library’) has a mandate to collect and preserve materials that have any bearing on the history of Prince Edward County.  The Library’s local history collection strives to reflect respect for, and reconciliation with, Indigenous people of this area. The Library makes every effort to develop this collection to recognize and reflect all peoples who have lived here, including those from an historical colonial perspective.

This policy describes the collection and management of local history and archival materials held in two collections:

1. Local History items housed in the library’s regular circulating collection, and available through the library catalogue at any of the branches of the Library
2. Archival materials housed in the Archives, located in the Wellington Branch of the Library

Section 1: Local History Collection

1. The Library will collect materials pertaining to the history of Prince Edward County and its surrounding areas for inclusion in the regular library collection. Emphasis for the local history collection is given to the acquisition of those items which will contribute to the knowledge of the diverse social, civic, religious, economic, and cultural life, both past and present. Items to be collected for this collection include:
   
   • monographs
   • oral histories
   • historical atlases and maps
2. Writings of authors from the County of Prince Edward or the surrounding areas, or which are set in the County of Prince Edward can be included in the collection but are subject to the criteria within the Library’s Collection Policy OP-04.
3. Responsibility for collecting and organizing materials for the regular local history collection falls to the staff responsible for the Library’s overall collection development work.
4. The Library will accept donations of relevant local history materials from the community and other sources. Donated materials are assessed by Library staff to determine their suitability to the collection. All donated materials become the property of the Library.

Section 2: Archives

The County of Prince Edward Archives (‘the Archives’) was established under municipal bylaw no.# 1568 to authorize and establish the mandate and activities of the County of Prince Edward Archives and passed on October 25, 1983. From 1983 to 2010 the Archives was operated by dedicated Historical Society volunteers. The Archives has been managed by the Library since 2010.

1. Mandate

   The Library’s mandate is to collect and preserve printed material having any bearing on the history of Prince Edward County.

2. Responsibility

   The Library CEO has responsibility to oversee the overall operations of the County Archives.

3. Acquisitions

   All acquisitions must correlate with the mandate of the Archives and will be accepted and processed at the discretion of the Archives Manager. All records generated or received from the public, organizations, businesses, or the municipality, regardless of the form in which they are created and maintained, are the property of the Archives unless by special arrangement. Materials may not be accepted on loan.

   The Archives Manager has the right to deny material if materials:

   • are decaying,
   • have evidence of mould,
   • do not fit with the geographic mandate of the Archives,
   • duplication of items already present in the collection,
   • are photocopies or not an original format, unless the creator is the one donating the material,
   • have unreasonable restrictions placed on them by the donor, or cannot appropriately be housed in the Archives.
     
     
4. The Collection
   
   
   1. 1. The Archives Collection contains the following types of primary materials:
         
         • Municipal records including Council minutes, Bylaws, Township records and Collection/Assessment rolls
         • Land Abstracts and Land Deeds
         • Wills
         • Birth, Death and Marriage documents with Vital Stats
         • Census Information
         • Scrapbooks letters, diaries and other personal documents
         • Photographs
         • Newspapers
         • Surveys and Maps
      2. The Archives Collection includes a reference library containing local history books, genealogy & family histories. Note that some local history books may also be found in the Library’s regular circulating local history collection.
      3. The Archives has assumed full responsibility for the following special collections:
         
         1. Historical Architectural Survey of Prince Edward (HASPE) - This survey, conducted between 1978-1982, includes descriptions and photographs of structures, houses, and properties in Prince Edward County at that time frame. Searchable by township, road name, lot, and concession.
         2. Prince Edward Historical Society Collection – This collection contains photographs, postcards, books, maps, audio records, periodicals, voters lists, magazines, newspapers, scrapbooks, genealogical records, pamphlets, posters, wills, land deeds, prints, and microfilms, relating to Prince Edward County. Note that some photographs have been digitized for the Archival Collection.
         3. County Magazine Volume 1 – Volume 138 (1976-2010) - The County Magazine is a quarterly feature magazine about the people, places, and history of the area.
         4. Willis Metcalf Scrapbook Collection – This collection consists of 40 softcover scrapbooks compiled between 1917 and 1975 and donated by Willis Metcalfe, a Prince Edward County Marine Historian and author of “Canvas and Steam”.
         5. Newspapers on Microfilm/Microfiche
            
            • Hallowell Free Press - 1830-1834
            • The Picton Times - 1930-1941
            • The Picton Gazette - 1834-1899 (miscellaneous issues); 1858-1859 (complete); 1896-1900 (fragments); 1900-1969 (complete); 1970-1984 (Omit); 1985-2014– (complete)
            • The Picton Gazette and The Picton Times (1834 – 1909 Misc. Issues)
              
              
5. Disposal

   No accessioned material will be disposed of without the knowledge and permission of the CEO.

6. Access
   
   
   • Digitization of documents and materials within the care and control of the Archives will be undertaken to minimize wear and tear of handling and implement preventive conservation of the items.
   • The Archives reserves the right to limit access to the physical document, when a digitized copy is available, if further handling of the document could prove to be detrimental to its current state and decrease its lifespan.
   • The Library will abide by the provincial Freedom of Information and Protection of Privacy Act and the Archives and Public Recordkeeping Act, 2006, as well as the federal Copyright Act. Patrons who fail to meet the conditions set by the legislation and policies set out by the Library may have limited and/or supervised access to materials.

Related Documents

County of Prince Edward Public Library OP-04 Collection Policy
Freedom of Information and Protection of Privacy Act (FIPA)
R.S.O. 1990 C.F. 31

Policy Number	OP-16
Policy Title	Political Elections and the Library Policy
Originating Date	April 30, 2018
Last Review Date	February, 2024
Approved	March, 2024

Political Elections and the Library Policy

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

Section 1: Responsibility and application

1. This policy applies to Board members, employees, and volunteers of the library in their dealings with candidates and political parties and the use of Library resources during the campaign periods for municipal elections.
2. It is the responsibility of the Library CEO to ensure that the Library complies with legislation related to elections at all levels - municipal, provincial, and federal.

Section 2: Use of Library resources and property

1. It is the responsibility of the Library to ensure that no candidate, registered third-party advertiser or political party is provided with an unfair advantage in the use of library resources at any time.
2. For municipal elections, before May 1st in the election year, the Library will establish the rules and procedures with respect to use of library resources during the period leading up to the municipal election. This requirement is found in the Municipal Elections Act 1996, Clause 88.18 Use of municipal, board resources which states:

   “Before May 1 in the year of a regular election, municipalities and local boards shall establish rules and procedures with respect to the use of municipal or board resources, as the case may be, during the election campaign period.”

3. Rules for use of Library resources and property are as follows:
   
   1. All candidates and political parties have equal access to publicly available resources and services of the Library.
   2. Meeting rooms may be rented in accordance with the Library OP-08 Meeting Rooms Policy.
   3. Candidates cannot use equipment, supplies, or other operational resources of the Library except as generally made available to the public, nor may they use the Library’s logo in any campaign material.
   4. ‘All-candidates’ meetings can be held at the Library, either as a Library program or sponsored by another group, provided that all candidates are invited to attend such meetings. A candidate cannot be featured or promoted in association with any other regular Library program or event.
   5. Candidates and political parties are permitted to distribute campaign materials on public rights-of-way at the Library, unless prohibited by a municipal by-law.
   6. In accordance with the Canada Elections Act section 81.1(1) federal election candidates or their representatives are allowed to campaign in facilities that are available for free to the public. During municipal and provincial elections candidates will be granted the same right to campaign in the Library.
   7. In accordance with the County of Prince Edward Public Library OP-09 Community Information Policy, during an election the Library will provide an area where candidates may make available up to 25 copies of their campaign brochure; will promote awareness of the election; and provide general information on elections.
   8. No election sign or poster specific to a candidate or political party can be posted on the grounds of the Library or in the Library building.

Section 3: Campaign Contributions

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

1. Federal Elections
   
   The Library may not contribute to the campaign of any candidate of a federal election, a registered party, a registered association, nomination contestant, and leadership contestant of federal political parties in the form of money, goods or services in accordance with the Canada Elections Act, Section 363(1) which reads:
   
   “363 (1) No person or entity other than an individual who is a Canadian citizen or is a permanent resident as defined in subsection 2(1) of the Immigration and Refugee Protection Act shall make a contribution to a registered party, a registered association, a nomination contestant, a candidate or a leadership contestant.”
   
   
2. Provincial Elections
   
   The Library may not contribute to the campaign of any candidate of a provincial election, constituency association, nomination contestant, candidates, and leadership contestant of provincial political parties in the form of money, goods or services in accordance with the Ontario Elections Finances Act, Section 16(1) which reads:
   
   “16 (1) Contributions to parties, constituency associations, nomination contestants, candidates and leadership contestants registered under this Act may be made only by persons individually. 2016, c. 22, s. 10 (1).”
   
   
3. Municipal Elections
   
   The Library may not contribute to the campaign of any candidate or political party in the form of money, goods or services. This is in accordance with the Municipal Elections Act, Section 88.8 which reads:
   
   “Contributions to candidates
   88.8 (1) A contribution shall not be made to or accepted by a person or an individual acting under the person’s direction unless the person is a candidate. 2016, c. 15, s. 51.
   Only during election campaign
   (2) A contribution shall not be made to or accepted by a candidate or an individual acting under the candidate’s direction outside the candidate’s election campaign period described in section 88.24. 2016, c. 15, s. 51.
   Who may contribute
   (3) Only the following persons may make contributions: 1. An individual who is normally resident in Ontario. 2. Subject to subsection (5), the candidate and his or her spouse. 2016, c. 15, s. 51.
   Who cannot contribute
   (4) For greater certainty, and without limiting the generality of subsection (3), the following persons and entities shall not make a contribution:
   1. A federal political party registered under the Canada Elections Act (Canada) or any federal constituency association or registered candidate at a federal election endorsed by that party.
   2. A provincial political party, constituency association, registered candidate or leadership contestant registered under the Election Finances Act.
   3. A corporation that carries on business in Ontario. 4. A trade union that holds bargaining rights for employees in Ontario. 5. The Crown in right of Canada or Ontario, a municipality or a local board. 2016, c. 15, s. 51.”

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

1. A library employee or volunteer involved in a political campaign must be politically neutral in carrying out their library duties during and must not participate in campaign activities during his or her working hours.
2. With respect to a municipal election, any library employee running as a candidate in the municipal election will comply with the entirety of Section 30 of the Municipal Elections Act which reads, in part
   
   “30 (1) An employee of a municipality or local board is eligible to be a candidate for and to be elected as a member of the council or local board that is the employer if he or she takes an unpaid leave of absence beginning as of the day the employee is nominated and ending on voting day. 1996, c. 32, Sched., s. 30 (1); 2002, c. 17, Sched. D, s. 9 (1).”
   
   
3. Board members may continue their Library board responsibilities when they are running for office, but must be politically neutral in carrying out their Library duties.

Section 5: Requests for information about the library

1. The CEO will coordinate requests for information about the Library received from candidates or political parties.
2. Information that is provided by the Library to one candidate or political party will be provided to all other candidates and political parties upon request during an election.
3. Any candidate or political party may request a meeting with the CEO or tour of the Library.

Related Documents

• County of Prince Edward Public Library OP-08 Meeting Room
• County of Prince Edward Public Library OP-09 Community Information

Policy Number	OP-17
Policy Title	Records Retention Policy
Originating Date	Was LA128 (Retention Policy & Schedule for Library & Board Records), October 2015
Last Review Date	May 8, 2024
Approved	May 23, 2024

Records Retention Policy

The County of Prince Edward Public Library Board (the ‘Library’) recognizes the importance of organizing and retaining business and personal records according to standards that ensure ease of retrieval while maintaining appropriate levels of security and confidentiality. It also recognizes the responsibility to adhere to provincial and federal legislation relating to retention, such as those of Canada Revenue Agency.

This policy establishes record definitions and a schedule of minimum retention periods during which records must be kept by the Library. This policy should be read in conjunction with OP-01 Privacy, Access to Information & Electronic Messages under CASL Policy.

Section 1: Definitions:

Active record means records that are retained in the library and are required for the day-to-day business of the library.

Disposal/disposition means the decision regarding retention after a record is no longer considered active (i.e., retained as permanent, or destroyed).

Destruction/destroy means to eliminate permanently (e.g., through shredding) a record within a record series at a time indicated on the records retention schedule.

Permanent Records means those records determined to have a long-term value to the Library in terms of recording its corporate, service, and cultural history. They are maintained for a variety of reasons, including documentation of the establishment of the Board as an entity, its policies, key historical events and milestones, and the evolution of the Library system.

Record means recorded information in any format and includes, but is not limited to, documents, business records, financial statements, personnel files, minutes, accounts, correspondence, memoranda, plans, maps, drawings, photographs, and films.

Record Series means documents arranged in accordance with a filing system or kept together because they relate to a particular subject or function, result from the same activity, document a specific kind of transaction, take a particular physical form, or have some other defined commonality.

Records Retention Schedule means a description of the record series that are being managed, how long they need to be retained, and what their final disposition will be based on legal, business, and historical requirements.

Transitory Record means any record that has temporary usefulness and is not required to meet legislated requirements, establish guidelines and procedures, set policy, certify a transaction, become a receipt, or provide evidence of legal, financial, operational or other decisions of the Library. Examples of such records include duplicate copies, working documents, and notes from a meeting for which the reports and minutes have been finalized or adopted.

Section 2: Context for retention

1. Within the framework of the Ontario Municipal Act 2001, there are certain parameters that local boards (including public libraries) must follow. This includes direction that records must be retained in a secure and accessible manner, and that subject to the Municipal Freedom of Information and Protection of Privacy Act, certain records, such as board meeting minutes, must be accessible to the public. This requirement is echoed in the Public Libraries Act Section 28 (1).
2. In addition, laws to which the Library must comply may have their own retention requirements (e.g., Canada Revenue Agency (CRA) requirement to maintain financial records for seven years and Employment Standards Act requirement to maintain employment records for three years and vacation records for five years) without limitation.

Section 3: Protection, Access and Storage 

1. The CEO or designate shall administer this policy and ensure that all relevant legal requirements are met.
2. All records will be clearly labeled and marked and, to ease retrieval, no document shall be created without the appropriate file name chosen and indicated at the bottom of the document.
3. Records shall be stored in such a manner as to minimize risk of loss or destruction.
4. The CEO shall ensure that records are stored in a manner that provides access only to those in charge of the records.
5. In responding to requests to examine records, employees must observe the Library’s standards of confidentiality and accessibility.
6. No retention schedule is established specifically for electronic files and incoming and outgoing email except as is required for categories defined within this Policy. Email correspondence may be considered General Correspondence at the discretion of the CEO.

Section 4: Disposition of Records

1. Transitory records, unless they have become necessary for legal purposes or as otherwise provided for by law, will not be retained and may be destroyed at any time beyond their usefulness.
2. Active records will not be retained beyond the retention period without a valid reason.
3. Records are disposed of in accordance with the approved Records Retention Schedule.
4. Records retention schedules and disposition will be consistent across all media, including digital records.
5. Where records must be retained for pending tax audits or legal issues, the retention period is not changed for the entire record series, but only for those records that are required for audit or legal purposes.
6. The destruction of records must be conducted in a secure manner and be mindful of confidentiality requirements. The CEO as records manager holds authority to destroy all documents that have been retained beyond their retention period as outlined in the Records Retention Schedule (Appendix A).

Section 5: Review of the Policy

1. This Policy will be reviewed by the Board, once within every new term of the Board (once every 4 years). Revisions will be made as necessary but must be subsequently approved by the Auditor(s) prior to taking effect.

Related Documents:

Municipal Act, 2001 sections 253-255
County of Prince Edward Public Library Policy OP-01 Privacy, Access to Information & Electronic Messages under CASL.

Appendix A: Records Retention Schedule

*In This Schedule “P” Means “Permanent” Category Minimum Retention Period (in Years)

Administration: Board & CEO

Board Motions and Resolutions as Part of the Minutes	P
Minutes, including reports to the Board	P
Agendas	7
Committee Minutes (see Minutes: Reports)	7
Annual Reports	P
Library Community Survey Reports	P
Historical Correspondence	P
By-Law and Policy Manual, current and past versions	P
File of Destroyed and Transferred Records (see Section 1)	P
Library Service and Reciprocal Borrowing Contracts	7 from expiry
Strategic Plans	P
Ontario Annual Survey	P
Accepted Grant Applications Province, Ministries, Agencies Including Trillium	P
Accepted Grant Applications Canada, Ministries, Agencies	P
Accepted Grant Applications Non-Governmental	P
Letters of Acceptance or Rejection re: Grant Applications	P
Architects/Engineers Drawings: Building & Sites	P
Deeds of Library properties CPE	P
Legal Opinions P Legislation – Private Acts pertaining to Library	P
Court Cases pertaining to Library	P
Contracts (if not part of motions)	7
Agreements (if not part of motions)	7
General Correspondence: Outgoing and related incoming	7
CEO, Board and Staff Memos	7
Petitions	7
Formal Statement of Concern About Library Materials	7
Ministry of Labour, Health & Safety Inspector Reports	P

Financial

Accounting software shall be retained to access accounts as required Audited Financial Statements	P
General Ledger	P
General Journal	P
Cash Payment Journal	P
Cheques Register	P
December Year-to-date Financial Report to Board	P
Annual Registered Charity Information Return	P
Charity Receipts	7
Monthly Financial Report to Board	7
Final Budgets – Operating	7
Final Budgets – Capital	7
Bank Statements	7
Paid (cancelled cheques)	7
Bank debit and credit memos	7
Deposit slips	7
Duplicate cash receipts	7
Duplicate account receivable invoices	7
Duplicate payable vouchers	7
Credit Card Statements & Receipts	7
Paid invoices, Paid purchase orders, Paid requisitions	7
Paid account summary sheet	7
Financial records of grants spent	7
Receipt books	7
Cheque stubs	7
>Cash books	7
Deposit Book	7
Account Receivable Statements	7
Daily Cash Reports	7
Year End Trial Balance	7
Posting and Distribution Journals	7
Investment Files	7
Cash payment stubs	7
Petty Cash Vouchers	7

Purchases and Inventories

Inventories of Assets, excluding Library materials	P
Tender Purchase Quotations	7
Vendor’s Contracts	7
Rental & Service Agreements, including Room Rental	7

Personnel

Payroll Journal	P
T4 Summaries	P
T4 Slips and Individual Earning Records	P
EI Records	P
Employee Income Tax Deductions	P
WSIB Remits, Reconciliations & Claims	P
TD-1 Forms	7
Garnishees: re: Employees	7
Employee Personnel History Files, including but not limited to Confidentiality Agreement, Computer Use Agreement Job Applications (of hired staff) Records of Employee Termination	P
Employee Personnel Files, including: Training & Development Files, Vacation Records, Sick Leave, Grievance Files, Bond Deduction Records	7
Past Job Descriptions (from date of amendment)	7
Overtime Sheets	7
Mileage Claims	7
Work Schedules	7
Bi-Weekly Payroll Summary	7
Daily Time Sheets	7
Employee Gifts File	7
Employee Changes File	7
Police Checks in Personnel Files	current & 1 past
Job Applications – applicants not hired, from closing date	2
Resumes, Unsolicited, from submission date	0.5
Volunteer application & file, from end of attendance (Including Contract, Confidentiality & Computer Usage Agreements)	7
Volunteer Applications, not selected, from submission date	0.5

Library Services and Programs

Circulation Statistics Paper copy, kept with Annual Survey for Ontario	P
Collection Holdings Reports Paper copy, kept with Annual Survey for Ontario	P
Library Materials MARC	when title discarded
Library procedures	upon replacement

Personal Information of Public

Note: The Library operating system retains some personal information in the Borrower History beyond the return of the item or the payment of the fine or fee: overdues, fines, lost and damaged items, other fees assigned, expired holds, therefore, the retention schedule establishes minimum retention but some information connecting the Borrower to a loan record may be retained for an indefinite period of time.

Cancellation by Borrower, no outstanding transactions	upon request
Loan transactions checked in, no outstanding fines	upon item return
Loan transactions, outstanding, may be retained until resolved	2
Outstanding fines & fees, may be retained until resolved	2
Lost & Damaged materials, may be retained until resolved	2
Unresolved transactions, may be retained until resolved	2
Hold Notices	when picked up or 2 weeks
Messages to Borrowers in ILS	retained as relevant

Policy Number	OP-18
Policy Title	Purchasing and Procurement Policy
Originating Date	Was LA129 (Purchasing Policy, January 2005)
Last Review Date	May 8, 2024
Approved	May 23, 2024

Records Retention Policy

The County of Prince Edward Public Library Board (‘the Library’) recognizes they are affected by specific sections of the Municipal Act, 2001, because it is a municipally established local board. While not all references in the Municipal Act affect the Library, in Section 270(2), the definition of a local board extends to the Library and contains this requirement, effective from January 1, 2005:

"Policies of local boards
(2) A local board shall adopt and maintain policies with respect to the following matters:
1. Its sale and other disposition of land.
2. Its hiring of employees.
3. Its procurement of goods and services. 2006, c. 32, Sched. A, s. 113."

The Library recognizes the procurement of goods and services must be undertaken in a way that complies with all applicable legislative requirements and provides the best value for the Library while balancing quality, cost, and effective and efficient processes without favouritism."

Section 1: Scope

This policy covers all procurement of all goods and services by the Library, the CEO and all employees of the Library on behalf of the Library including, but not limited to, the following:

1. Goods – collections, collections processing supplies, computer hardware and software, furniture and equipment, office supplies, construction and building materials
2. Professional Services – financial, strategic planning, engineering, information technology, human resource management
3. Facility Services – construction, building cleaning, building system maintenance, landscaping, snow clearing service

This policy covers the disposal of assets procured for the Library.

Section 2: Definitions

“Best value” means the balance of quality, delivery precision and cost using a predetermined evaluation plan.

“Bid” means an offer or submission received from a vendor in response to a request.

“Contract” means a binding agreement between at least two parties. In some cases, a “purchase order” is the contract.

“Supplier” means an individual or organization providing goods or services to the Library such as a contractor, service organization, vendor, or consultant.

Section 3: Assumptions and Guiding Principles

The Library will be led by these guiding principles:

1. The Library will endeavour to procure goods and services from responsible suppliers who follow ethical standards.
2. The Library will endeavour to procure goods and services while respecting the preservation of the natural environment and, where feasible, encourage suppliers to supply environmentally friendly products.
3. Purchases will be made in compliance with all relevant statutes and regulations including, but not limited to, the Municipal Act, Accessibility for Ontarians with Disabilities Act (AODA), and the Public Libraries Act.
4. The annual approved budget for the Library will provide the framework for the amount of money to be spent in specific areas, and any deviation from that budget in excess of $9999.00 will be only made in consultation with the Library Board.
5. Procurement decisions will be made using an open, accountable, fair yet efficient process including creating a standard approach for conducting the process; communicating with bidders throughout the process; evaluating submissions; awarding the contract; and maintaining records of the procurement process.
6. Procurement process will confirm that Library Board members and staff will not accept gifts, benefits, money, discounts, favours or other assistance as part of the procurement.

Section 4: Accountability

1. The CEO is authorized to proceed with formal agreements and contracts on behalf of the Library
2. The CEO is authorized to delegate authority for procurement, depending on the scope and value of a purchase or contract, for example, to work with the County of Prince Edward Purchasing Agent to handle tenders when deemed necessary for capital projects involving County-owned buildings or property. (see Appendix A)
3. The authority to proceed with procurement is subject to the availability of sufficient funds within the approved Library budget.
4. If a project exceeds, or is anticipated to exceed, the approved contingency threshold, then the Library Board must be notified in writing to discuss the approval of additional funds. In this case, the Board should be informed of the potential bidders, total cost of goods or service, type of contract proposed and any special requirements or terms and conditions.

The Board gives authority to the CEO to establish procurement procedures required to enact the policy, including, but not limited to, sourcing levels and approvals.

The CEO shall prepare and submit a summary of Library expenditures through the previous month. This financial report will go to the Board’s Finance Committee and then to the Board.

Section 5: Special provisions

1. Single source justification

   Goods may be acquired from a specific supplier or contractor for these reasons:

   1. Technical - if there is only one supplier or contractor who can meet the specifications.
   2. Standardization - where there are existing goods in place and to maintain standardization of spare parts, single source bidding is recommended.
   3. Unique skills – where a contractor has unique skills related to the nature of the service or the construction that makes it more practical or advantageous to single source.
   4. Extension of existing annual purchase order or contract – where the extension of an existing annual purchase order or contract would, in the judgement of the CEO, be most effective or beneficial.
2. Emergency purchase

   The purchasing policy as outlined herein shall not be intentionally circumvented, however, when in the best judgement of the CEO or designate, an immediate purchase of goods and/or services is required in the event of an emergency, the following provisions shall apply:

   1. The most feasible acquisition process to secure the lowest price obtainable for the goods and/or services required will be used.
   2. For the purchase of goods or services with the estimated total acquisition cost not exceeding $9,999.00, the CEO shall make authorization to proceed as deemed appropriate and shall ensure that on the applicable receipts and/or invoices, the nature of such emergency is recorded.
   3. For the purchase of goods or services with the estimated total acquisition cost exceeding $9,999.00, the CEO shall inform the Library Board Chair or Vice-Chair and a report made to the Library Board at the next regular meeting.

Section 6: Exclusions

This procurement policy includes the purchase of all goods and services for the Library except for the following:

1. Utilities such as water, hydro, gas, telephone
2. Training and education such as conferences, registration, courses, and workshops
3. Refundable employee expenses such as travel, mileage, accommodation
4. Employer’s general expenses such as liability and property and other forms of insurance premiums, payments and adjusting fees, employee benefit payments and premiums, tax remittances.
5. Professional and special service such as temporary help, banking and underwriting services where covered by agreements
6. General expenses such as licenses, postage, advertising
7. Petty cash items less than $50 or replenishment of petty cash

This procurement policy does not apply to co-operative purchasing plans or services such as provided by the Ontario Library Service for provincially licensed electronic resources or by the Ontario Library Consortium for the provision of an Integrated Library System (ILS) for circulation and collection management purposes. No other sourcing shall be deemed necessary in the instance as the consortium or organization will be seen to have completed a fair and transparent process to provide those plans or services.

Section 7: Conflict of interest

A member of the Library Board or an employee of the Library must declare their pecuniary interest in any proposal, contract, tender, or quotation for the supply of goods and services to the Library, should they have direct or indirect interest in said work or project.

Section 8: Disposal of goods procured

1. Library materials - The disposal of physical materials collections (including books and DVDs) is handled in the Library’s Collection Policy (OP-04). In that policy, withdrawn materials may be discarded or sold on authority of the Library CEO.
2. Surplus goods
   
   1. Where the CEO or designate determines that any goods should be declared surplus due to being obsolete, worn out or no longer being useful for the Library or any of the branch locations, a list of such goods shall be created for inventory and tracking purposes.
   2. The CEO or designate shall be responsible for the handling of surplus of all library materials and shall determine the appropriate method of conveyance to best meet the Library's needs.
   3. Arrangements may be made for the disposal of the goods in any way that is believed will provide the highest return to the library including, but not limited to:
      
      1. Trade-in as part of the procurement of other similar goods being acquired by the Library
      2. Donating to another community organization or neighbouring library
      3. Selling the goods for a nominal fee
      4. Public auction or
      5. Classifying as waste and recycling, dismantling, destroying and/or disposing.

Appendix A:
County of Prince Edward Public Library
Procurement Policy: Spending Authority

Type of procurement	Authority
Credit card purchases	The CEO or designate can purchase items up to $1000 on the corporate credit card.
Single source	The CEO approves purchase of everyday items up to a value of $9,999.00
Request for quotation	Goods and services between $9,999.00 and $20,000 request two (2) written quotes, and between $20,000 and $50,000 require three (3) written quotes. The CEO or designate approves contracts up to $20,000. Contracts over $20,000 are awarded based on recommendation to the Library Board
Request for proposal	RFPs are formal invitations to suppliers to identify specific services, equipment or products which would meet the requirements of the Library. The Library requirements will be outlined in a general performance specification document. All proposals will be evaluated against clearly stated criteria and specifications. The selection will not be made solely on the basis of the lowest dollar value that meets the requirement of the proposal. The CEO or designate approves contracts up to $20,000. Contracts over $20,000 are awarded based on recommendation to the Library Board

Related Documents:
Public Libraries Act Municipal Act
OP-O4: Collection Policy