Valleyview Municipal Library

 

 

SECTION 500 - OPERATIONS

501 GENERAL OPERATIONS

501.1.1 Hours of Operation     

a) The Valleyview Municipal Library shall operate in accordance with the schedule set out by the Library Co-ordinator and approved by the Board.
b) Emergency Closure: The Library shall be closed in the event of an emergency, upon approval by the Chairperson or his/her designate.

CROSS REF:  Appendix 501A

501.2 Fees

a) Fees shall be reviewed and approved by the Board annually.
b) Borrower’s fees shall be charged to patrons wishing to borrow materials from Valleyview Municipal Library.
c) Borrowers shall also be charged a per diem fine for overdue materials.
d) Fees and fines may be waived at the discretion of the Library Co-ordinator.

CROSS REF: 501.2 Admin Practice: Library Fees

501.3 Resource Sharing/The Alberta Library Card   

Valleyview Municipal Library is a participant in the provincial resource-sharing network and is a member of the Peace Library System (PLS), the Regional Automation Consortium (TRAC) and The Alberta Library (TAL).  The Valleyview Municipal Library may also borrow and lend to libraries outside these systems and out of province as the need arises.

a) Valleyview Municipal Library shall issue as its library card, The Alberta Library (TAL) card to its public patrons.
b) Valleyview Municipal Library patrons must follow the rules and policies of each library they borrow from and may return books to any participating library.
c) Valleyview Municipal Library shall accept TAL cards from visiting library patrons for the purpose of borrowing, items conforming to the Canada Post definition of “Library Book Rate”.  Items falling outside of this definition may be lent at the discretion of the Library Co-ordinator.
d) The Library shall adhere to recognized interlibrary loans conventions and practices when borrowing and lending.

Legal Ref: Library Reg. 7(2) c
Cross Ref: 502.2 - Circulation of Library Resources
 
501.4 Borrower Services     

501.4(i) Acquiring a Borrowers’ Card

a) Any person who is a resident in the Town of Valleyview or Municipal District of Greenview No. 16 is eligible to apply for a borrowers’ card.

b) A borrower’s application shall be dated and signed by the applicant or parent or guardian of an applicant less than 18 years of age.

c) The application shall be accompanied by the borrowers’ card fee as set out in the bylaw.

d) Applications shall be reviewed to determine whether the applicant has outstanding fees or owing to Valleyview Municipal Library.

e) Applicants shall pay any outstanding fees prior to being issued a borrower’s card.  Outstanding fees shall be cause to decline the application.

f) Temporary Residents may apply for a Temporary Local Use Only Membership, with fees and conditions as prescribed in Schedule B.

LEGAL REF: Library Board Bylaws 1-2004 Section 3.

501.4(ii) Borrower Responsibilities    

a) A borrowers’ card may only be used by the person to whom it has been issued.

b) A borrower shall present their card when borrowing items at each visit to the library.

c) A borrower shall, within a reasonable time, notify library staff of any change of postal address, email address and telephone number.

d) A borrower shall return any library resource to the library by the date due. A borrower shall expect to pay overdue charges for items not returned by the date due.

LEGAL REF: Library Board Bylaws 1-2004 Section 4

501.4(iii) Borrower Card Fees and Fines     

a) Borrower card fees shall be reviewed and approved by the Board at its June meeting.

     b) Borrower card fees shall be charged to town and M.D. residents wishing to have borrowing privileges with Valleyview Municipal Library.

c) Fines for overdue material shall be charged on a per diem basis.

d) Fees and fines may be waived at the discretion of the Library Co-ordinator.

CROSS REF: 501.2 Admin Practice: Library Fees
LEGAL REF: Library Board Bylaws 1-2004 Schedules A,C

 
501.5    Student Use of Library after School Hours

a) The Library shall be available to students after school hours for the purpose of doing homework, study or reading.  Administrative practices shall be in place to govern student use of the Library during after-school hours.

b) The Library shall not be used as an after-school care facility. Children eight years of age and under shall be supervised at all times by a parent or guardian (guardians must be at least 16 years of age). Children nine years of age or older may be unaccompanied, provided they follow the same rules of conduct expected of mature patrons, including being asked to leave the library if warranted. This possibility must be taken into account by parents or caregivers when deciding to leave a child unaccompanied in the library.

c) Children left unaccompanied in violation of this policy may necessitate a referral to Children Services or other similar agency or authority. 

 

501.6 Evaluation of Services

The Library Board shall evaluate the operation and services of the Library the second quarter of every year in order to ensure that the goals and objectives of the Library are being met.

 
501.7 Plan of Service

The Library Board shall submit a Plan of Service to the Provincial Minister of Municipal Affairs every five years.

LEGAL REF: Libraries Act, Section 13

501.8 Complaints

a) Complaints regarding Library services, materials, programs or staff may be made in writing or in person. 

b) Complaints shall be handled initially by the Library Co-ordinator, and shall be noted in Librarian’s monthly report to the Board. 

d) Complainants may appeal the Library Co-ordinator’s handling of the complaint by writing a letter of complaint to the Board.
502 COLLECTIONS

502.1 Collection Development and Materials Selection

a) The Library Board shall provide materials, either by purchase, donation or through cooperation with other libraries, which help to meet its objectives.

b) The responsibility for selection decisions rests with the Library Co-ordinator.

c) In accordance with these objectives, materials selected shall:

(a) Reflect and provide for factual knowledge, literary appreciation, aesthetic values, and ethical standards.

(b) Account for various interests, abilities, and maturity levels of patrons served.

(c) Present opposing sides of controversial issues to give all patrons opportunities to develop critical thinking and reading skills.

(e) Represent the various religious, ethical, and cultural groups and their contributions to Canadian culture.

(f) Supply sufficient quantity and variety of informational and recreational reading to meet the needs of the community.

(g) Recognize the wide range of ages, interests, educational backgrounds, interpretive skills, and sensory preferences of the public.

(h) Include Valleyview and district history, works by local authors, and/or material pertaining to community members. 

CROSS REF: 502.1 Administrative Practice: Collection Development

502.2 Circulation of Library Resources 

a) All catalogued resources not designated as “Reference” may circulate to Valleyview Municipal Library borrowers.

b) Non-circulating materials may be loaned at the discretion of the Library Co-ordinator.

c) Visitors with TAL cards shall be limited to borrowing up to 5 books.  No items other than books may be borrowed.

502.3 Provision of Materials for Persons Unable to Use
Conventional Print Materials

The Town of Valleyview Library Board upholds the right of persons unable to read or handle conventional print to access materials in a format they are able to use.

a) Books on tape and large print books and other appropriate materials shall be added through regular collection.

b) The Library Board shall make available suitable materials on interlibrary loan from other libraries, government and not-for-profit agencies.

LEGAL REF:  Library Reg. 7(2) d

502.4 Censorship

The Town of Valleyview Library Board adheres to the Canadian Library Association’s Statement on Intellectual Freedom. The Library Board does not interpret its function or that of the Library Co-ordinator or staff to be the supervisors of public morals. The Library Board believes it is the responsibility of parents, and not the responsibility of the Library staff, to determine which library resources are appropriate for their children.

502.5 Challenged Materials

The Library Board upholds the rights of library patrons to question materials that have been chosen for the Library. Complaints shall be addressed to the Library Co-ordinator.

Formal complaints shall be accepted by the Library Co-ordinator where:

a) The complainant is a resident of the Town of Valleyview or M.D. of Greenview No. 16.

b) The complainant submits their complaint in writing, including name, phone number and address. 

Upon receipt of the completed formal complaint, the Library Co-ordinator shall:

a) Locate published reviews of the materials and compile a list of other libraries that also have these materials

b) Meet with an ad hoc committee of the Board to arrive at a decision.

The findings of the ad hoc committee shall be forwarded in writing to the complainant as soon as possible.

To appeal of the decision of the ad hoc committee the complainant must write to the Board within thirty days. The Board’s decision shall be final.

Materials under review shall remain in the collection until a final decision is reached.

502.6 Donations of Materials

The Town of Valleyview Library Board encourages donations of books and materials to the permanent collection of the Valleyview Municipal Library. Such gifts are greatly appreciated. The same principles used in collection development and selection are applied to gifts as are to purchases.

Any gift material, which is not added to the collection, is disposed of to the best advantage of the Library. The Library Co-ordinator shall determine the disposition of all donated materials.

502.7 Weeding and Disposal of Weeded Materials

Items that cease to meet the selection guidelines may be removed from the collection at the discretion of the Library Co-ordinator.  The Library Co-ordinator shall arrange for the disposal of material.

CROSS REF: 502.5 Administrative Practice: Weeding and Disposal of Weeded Material

 
503 INTERNET POLICY    

503.1 Access to the Internet

Designated Internet stations at the Library shall be available daily for library users.  The purpose of the public Internet stations is to offer individuals, businesses, and community groups access to the unique resources and information of the World Wide Web. Rules, guides and conditions for using the library Internet stations shall be clearly posted for the information of the users.

a) Prior to using the Internet for the first time at the Library, each user shall sign an ‘Internet Policies Disclaimer’.   Parents of children under age of 16 shall sign a ‘Permission Form for Internet Use’.

b) All users shall register at the front desk prior to beginning their Internet session.

c) Children eight years old and under using the Internet shall be accompanied by a parent/guardian.

APPENDIX 503.1A and 503.1B – Public Access Computer/Internet and Wireless Internet Guidelines

503.2 Content and Responsibility

The Town of Valleyview Library Board shall not assume responsibility for the quality, content, or accuracy of any Internet resource.  Further, the Library Board shall not be responsible for any damages suffered for any reason or in any way relating to public Internet stations housed in the public library.

503.3 Acceptable Use

All use of the stations and the Internet shall comply with applicable Canadian and international laws and the rules and policies of the Library Board.

503.4      Unacceptable Use

Unacceptable use activities include but are not limited to:

a) Posting, viewing, or transmitting any unlawful, threatening, abusive, libelous, hate-inciting, defamatory, obscene, or pornographic materials, including without limitation any transmissions constituting or encouraging conduct that would constitute a criminal offense, give rise to civil liability, otherwise violate any local, provincial, national, or international law, including without limitation, export control laws and regulations.

b) Abuse or fraudulent use of the Internet.

c) Altering or damaging equipment and/or system performance. 

d) Invading the privacy of individuals.

e) Posting personal communications without the author’s consent.

f) Posting anonymous messages, engaging in harassment or bullying on the Internet.

503.4 Consequences of Unacceptable Use

The Library Co-ordinator shall suspend or terminate the Internet privileges of anyone using the Library’s Internet stations in contravention of the Internet policy.

Patrons who have had Internet privileges terminated may, within thirty (30) days, appeal to the Board in writing.  The decision of the Board in an appeal is final.

503.5 Privacy

The same standards of confidentiality that apply to other library transactions shall apply to the use of Internet resources.  The Library shall make reasonable efforts to protect the privacy of every user.

Circumstances when the usage may be reviewed and/or collected by the Library are as follows:

(a) As part of system maintenance activities.

(b) If improper or illegal use is believed.

(c) As required by law.

 

503.6 Printing and Downloading

The Library shall make available printing services and disks for a fee.

CROSS REF: Library Fees

 

504 PROGRAMS

504.1 General Programs

Daytime and evening programs shall be organized by the Library Coordinator and Library staff using the library’s Plan of Service as a guide

504.2 Displays, Exhibits and Special Events

The Library promotes reading and encourages the appreciation of and interest in fine arts and sciences through exhibits, displays and special events.

505 PHYSICAL FACILITIES

505.1 Maintenance

Maintenance of Library facilities is the responsibility of the Town of Valleyview, as outlined in the Joint Agreement.

LEGAL REF: Memorandum of Agreement between the Town of Valleyview and the Library Board.

 

505.2 Utilities

Utilities are the responsibility of the Town of Valleyview, as outlined in the Joint Agreement.

LEGAL REF: Memorandum of Agreement between the Town of Valleyview and the Library Board.

505.3      Provision of Public Meeting Space   

The Valleyview Municipal Library’s Multipurpose Room and Media Centre and Gallery are primarily for Library use.  The rooms may be made available to nonprofit groups on request, as per Bylaw Schedule A “Multi-Purpose Room Rental”.  Groups shall use the rooms only during regular Library hours of operation, except by special prior arrangements with the Library Coordinator.

506 CONFIDENTIALITY

506.1 Freedom of Information and Protection of Privacy Act (FOIP)

The Library Coordinator, under appointment by the Library Board, is the Head of the Valleyview Municipal Library for the purposes of FOIP.  The Library Coordinator may then designate another person to act on his/her behalf should a FOIP request be made. 

Fees will be charged for FOIP requests according to the fee schedule

CROSS REF: Library Fees

506.2 Protection of Privacy 

The Library upholds the individual’s right to privacy and the protection of personal information.

The Library Coordinator shall be responsible for carrying out reasonable security measures that will appropriately protect the right of individual privacy.

a) Trustees, staff and volunteers shall uphold the terms of the Confidentiality Agreement. 

b) Parents of children under the age of 16 with a Family, Adult, or Junior membership shall be given access to their children’s records.

c) Parents of children over the age of 16 with a Family or Adult membership shall not be given access to their children’s records.  In this case, young adults over age 16 are considered responsible for their own material and are encouraged to communicate with their parents regarding their Library use.

d) Information about items-on-loan, borrower accounts, and matters under review regarding complaints or challenged materials shall be disclosed only to the library user directly.

Where disclosure is required by law, a properly executed warrant is required, at which time the Board, under legal advisement, shall make the decision to release, or not release, the information to the requesting body.

LEGAL REF:  Library Reg. 7(1)a
CROSS REF: 400.1, 501.7, 502.5

506.2 Personal Information Bank (PIB) 

Valleyview Municipal Library
Town: Population in 2006: 1725

Patron Records:

Information contained: Information which supports the lending and use of library materials to the public and registered users of the Valleyview Municipal Library, such as:  names, addresses, phone numbers, e-mail addresses.

Participant Lists for Programs:

Such lists are kept temporarily for the purposes of contacting participants of library programs and may include: names, phone numbers, mail and e-mail addresses.

Staff/Board Trustee Directory:

Contains listing of current staff members and Board trustees and library volunteers, and includes:  names, addresses, phone numbers.

Human Resources Records

Includes information for administration and payroll functions and includes: employee name, addresses, phone numbers, birth date, employment commencement date, salary grid placement, emergency contact information, payroll information, benefit plan information, employment contracts, performance evaluations, training certificates, commendations or reprimands.

506.4   Confidentiality of User Records

The Town of Valleyview Library Board supports the individual’s right to privacy and recognizes the confidential nature of the personal information gathered by the Library. This policy is in accordance with Section 7(1) of the Libraries Regulation regarding confidentiality of user records.

The Board supports the Canadian Library Association’s Statement on Intellectual Freedom as it relates to access of information and confidential treatment of that access.

Access to user records is provided to library staff and volunteers as required in order for them to carry out the business of the library. Records of library members are stored on a single database for all Peace Library System member libraries. Therefore, member records may be accessed by other Peace Library System library staff if required.

In accordance with the FOIPP Act, Section 40(1)(k), member records may be shared with other libraries within Alberta for the purpose of collecting fines and retrieving borrowed materials.

Upon request, a library user will be given access to all information concerning their records that the library has on file. Where not covered by this policy, access to user records will be in accordance with the FOIPP Act, Section 40(1).

Access to a user’s records is limited to that user, with the following exceptions:

• Requests for access to user records from law enforcement agencies will be provided if law enforcement personnel present a court order.

• In the case of a library user under the age of 12, access will also be provided to the parent(s) or guardian(s) of the child. Full access will be provided to the parent(s) or guardian(s) of the child until the child reaches the age of 13.

• In the case of a library user 13 to 17 years of age, access will be provided to the parent(s) if the information is provided to aid in the retrieval of borrowed library materials, or for the collection of outstanding library charges. If library users 13 to 17 years of age wish to allow specified persons full access to his/her user records, access will also be provided to those individuals named on a ‘Permission for Access’ form signed by the person granting access. Full access to the user’s records will only be provided to the person(s) named on the form until such time that the user rescinds his/her permission.

• In the case of a person with diminished capacity, such that the law has deemed the person not responsible for his/her actions, access will be provided to the person(s) noted in the user record as assisting with the management of the care and return of library materials.

 

APPENDIX 501 A

Valleyview Municipal Library
Hours of Operation

Mondays - Closed
Tuesdays & Thursdays: 11 a.m. to 5 p.m.
Wednesdays: 11 a.m. to 8 p.m.
Fridays: 11 a.m. to 6 p.m.
Sundays & Holidays: Closed

Emergency Closure:

The Library shall be closed in the event of an emergency, upon approval by the Chairperson or his/her designate.

 

 

APPENDIX 503.1A

VALLEYVIEW MUNICIPAL LIBRARY
PUBLIC ACCESS COMPUTER/INTERNET GUIDELINES

1. The public access computers will normally be available during regular Library hours.

2. Use of the public access computers are on a first come, first served basis. Patrons must sign-in prior to using any of the computers, providing their correct name. One or more computers may be reserved for adult (18 years of age or older) use only. Library patrons in good standing may make appointments in advance, either in person or by telephone during regular library hours. Appointments may not be made more than one day in advance.

3. When using the public access computers

• There is a 30-minute time limit (30 minutes = 1 session).
• Access time of 30 minutes per session includes time required for downloading of files (if permitted). There shall be no downloading of copyright protected information.
• Patrons must sign in for each 30-minute time slot. At the end of a 30-minute slot, a patron may sign in for an additional 30-minute slot, if no one else has booked that slot, to a maximum of two hours per day.
• After two hours a patron must leave the computer immediately when another patron wishes to use it.
• Latecomers forfeit the portion of their reserved time slot already used and after five minutes, another patron may book that time slot.
• No more than one person shall occupy a computer workstation at one time, as space is limited, unless it is a parent or guardian accompanying a child under 8 years of age.

4. Users may send or receive e-mail (electronic mail) using the public access computers. Users are discouraged from using credit cards or banking information on the public access computers. If users choose to access banking, financial sites, it is at their own risk. The Library takes no responsibility for sensitive information that may be accessible to other patrons using the public computers.

5. Users cannot use their own software programs or computer hardware on the public access computers. This will help prevent computer viruses that are common to public access computers.

6. Users will need to ask a staff member on duty at that time if they wish to save files. Files may only be saved to external memory disks or flash drives.

**************WARNING**************
The public access computers use virus-protection software, but this will not
provide absolute protection from files downloaded on these computers. Also software downloaded from the Internet may contain a virus. Users should have virus-protection software on your computer and check all diskettes or flash drives.

7. The Library provides paper for printing. There will be a charge of $0.25 per page. Staff may stop a print job where an unreasonable number of pages (30 pages or more) have already been printed or where the printing is interfering with another patron’s use of the computer. Colour printing is available for an additional charge.

8. Users may not always be able to access the Internet or go to information sites you wish to visit. There are various reasons for this, including:

• There are too many visitors to an Internet information site and the host computer has temporarily closed or limited access to the site;
• The host computer for the information site has changed its address or closed down;
• Access to the information site is restricted to authorized individuals only
• The Library’s Internet Service Provider’s lines are busy or the system is otherwise out of service;
• The Library’s Public Access Computers are temporarily out of service due to technical difficulties.

9. Library staff is available to help users access the Internet and CD-ROM resources on the public access computers, but cannot provide in-depth training. During normal Library hours, staff may be able to assist with general questions and offer search suggestions. If you have never used a computer nor have specific questions about the Internet, there are books available, which may be of assistance. Please ask about these.

10. Parents of children under eight years of age are requested to supervise their children’s use of the public access computers and the Internet. Unsupervised children who appear to be unable to use the computers or access the Internet, without supervision, will be asked to stop using the equipment.

11. Misuse of the public access computers or the Internet access will result in loss of your computer privileges.

12. Situations may arise, at the discretion of the Library Coordinator, where the public access computers may be unavailable to the public. These situations may include computer maintenance, equipment failures, or to lower risk of public infections during pandemics.

 
APPENDIX 503.1B

Valleyview Municipal Library
Wireless Internet Access Policy

1. In keeping with our mission to provide services that meet the information needs of our community, Town of Valleyview Library Board provides Internet access to all library users; a card is not required.  The Library is not responsible for the content or the quality of information accessed on the Internet.  Parents, legal guardians or caregivers are responsible for monitoring Internet sites and information accessed by their children. 

2. The Town of Valleyview Library Board offers free wireless access (aka “hot spots” & “Wi-Fi”) for individuals’ personal mobile devices. These access points are unsecured and are accessible only during normal library hours.  This service is also governed by Valleyview Municipal Library’s Public Access Computer/Internet Policy.  The Library offers 2-hour sessions through an authentication process at the circulation desk; the number of sessions provided to users per day is at the discretion of library staff who will consider current demand and availability.  Printing service is not available to wireless users.

3. As with most public wireless “hot spots”, the Library’s wireless connection is not secure.  Use of the wireless connection is done at the user’s own risk.  The Town of Valleyview Library Board encourages users to avoid sending personal data such as credit card information or passwords as the information could be monitored, captured or altered by third parties.

4. Users need to know how to configure their own computer for Wi-Fi network access.  Library staff cannot troubleshoot problems related to users’ wireless devices or assist in making changes to devices, network settings and/or hardware configuration.  Due to liability issues, library staff cannot handle your equipment.  The Library Board cannot guarantee that user devices will work with the Library’s wireless access points.

5. All wireless access users should have up-to-date virus protection and personal firewalls installed on their portable devices prior to using any wireless system.  The Library Board will not be responsible for any information that is compromised or and damage caused to users’ hardware or software. The Library Board will not provide access to electrical outlets to wireless users, but suggest that users bring a fully charged battery.

6. The Library Board assumes no responsibility for the safety of equipment; users must keep their equipment with them at all time.

7. Users shall use the Library’s wireless Internet service in a legal and responsible manner.   Internet users must be aware that they are working in a public environment with people of all ages and with diverse viewpoints.  Users must not engage in any activity that interferes with the any other person’s ability to use the Library and its resources.  In accessing the Internet, users are subject to federal and provincial legislation related to Internet use, including the provision of the Criminal Code regarding obscenity, child pornography, sedition, and the incitement of hatred.  Users may not use this network for any illegal purposes.  The Library Board reserves the right to terminate a wireless Internet session at any time.

 

 

Valleyview Municipal Library
ByLaws - Schedule A – Provision of Rental Space

Multi-Purpose Room (Library)

Usage during regular hours of operation:

Groups which are Not-for-Profit, Educational or Library-related may reserve use of the room at no charge when available. If staff are required to provide services during this usage, additional charges may apply.

Usage before or after regular hours of operation:

Reservations will be arranged at the discretion of the Library Coordinator. The Gallery fee schedule may apply to events books after regular Library hours. Additional charges may be assessed for janitorial services if required or security costs. If janitorial work is required as a result of the rental, the work shall be charged at a rate of $15.00 per hour and charged back to the group renting the space.

If unlocking or locking the facility is required, there may be a $15 fee charged to the renter. This charge will be directed to the representative of the library who is responsible for this function.

Gallery Facility

Usage by Not-for-Profit Organizations:

• Up to four consecutive hours - $50.00
• 4 to 8 consecutive hours - $100.00

Other Usage:

• Up to four consecutive hours - $100.00
• 4 to 8 consecutive hours - $150.00

Additional fees may be assessed for janitorial services if required or security costs. If janitorial work is required as a result of the rental, the work shall be charged at a rate of $15.00 per hour and charged back to the group renting the space.

Extended rentals (greater than three days) may receive a discounted or waived rate at the discretion of the Library Coordinator or the Library Board. Exceptions will be handled on an individual case basis.