Bylaws of the Valleyview Municipal Library Board

February 27, 2013
 

Bylaws of the
Valleyview Municipal Library Board

 
The Town of Valleyview Library Board enacts the following bylaws pursuant to the Libraries Act, RSA 2000, Chapter L-11, Section 36
 
1. Interpretation
 
1.1
For the purpose of this bylaw, the expressions:
 

  1. ‘Act’ refers to The Libraries Act, RSA, Chapter L-12.1, 2003.
  2. “Board or board” refers to the Town of Valleyview Library Board.
  3. “Borrower” refers to a person to whom a library membership card has been issued.
  4. “Librarian, Library Manager or Library Coordinator” refers to the person charged by the Board with the operation of the Valleyview Municipal Library.
  5. “Library Materials” refers to any material, regardless of format, that is held in the library’s collection and includes books, periodicals, audio recordings, video recordings, projected media, paintings, drawings, photographs, microforms, toys, games and kits, CD-ROMs, software, and electronic databases in the collection of the Valleyview Municipal Library, or borrowed by the Valleyview Municipal Library.

 
 
1.2
In these bylaws, unless the contrary intention appears in the context:
 

  1. Words imparting male persons include female persons.
  2. Words in the singular include the plural, and words in the plural include the singular.
  3. Where a word is defined, other parts of speech and tenses of that word have corresponding meanings.
  4. Where a period of time dating from a given day, act or event is prescribed or allowed for any purposes, the time shall be reckoned exclusively of such a day, or the day of such an event.

 
1.3
Where the time limit for doing anything falls on a day when the library is closed to the public, the time shall be deemed to be extended to the first day thereafter on which the library is open to the public.
 
2. Library Facilities
 
2.1 Access to the Public Library Portion of the Building
The portion of the building used for public purposes is open to any member of the public free of charge during the hours of opening as set by the Town of Valleyview Library Board. Hours of operation may be reviewed or changed as required.
 
2.2 Multi-Purpose Room Rental
Charges for the use of the Library premises not normally used for public library purposes are set out in Schedule “A” (Attached).
 
2.3 Gallery
Charges for the use of the Library premises not normally used for public library purposes are set out in Schedule “A” (Attached).
 
2.4 Conduct in the Library and Gallery
All persons using the library facilities, including the Gallery, shall conduct themselves in a way so as not to disturb other library users.
 
2.5 Unsupervised Children
Young children, eight (8) years of age and under, who are in the library, shall at all times, be under the care and supervision of their parent or adult guardian.
 
 
3. Procedure for Acquiring a Borrower’s Card
3.1       Any person residing in the Town of Valleyview, or Municipal District of Greenview # 16, who is in good standing with the library is eligible to apply for a borrower’s card. Temporary residents may apply for a Temporary Local-Use Only Membership, fees and conditions as prescribed in Schedule “B”.
 
3.2       An application pursuant to 3.1, shall be:

  1. In writing, using the form prescribed by the Library Co-ordinator.
  2. Be dated and signed by the applicant.
  3. Be dated and signed by the parent or guardian of applicants between the ages of 12 and 18 years of age who is a full-time student. Children under the age of 12 must be covered under a family membership.
  4. Accompanied by the fee prescribed in Schedule “B”.
  5. Library staff may issue a borrower’s card to a person who has made proper application as prescribed in 3.1 and 3.2 above.

 
 
4. Responsibilities of a Borrower
 
4.1       A borrower’s card may only be used by the person to whom it was issued, except in the case of a family membership where the borrower has permission from the primary cardholder at the time of registration.
 
4.2       A borrower shall notify the Library Co-ordinator or Library staff of any change of contact information (address, telephone number).
 
4.3       A borrower shall take proper care of any library materials entrusted to his care.
 
4.4       A borrower should return any library materials to the library on or before the due date as provided on Schedule “C”.
 
5. Loan of Library Materials
 

  1. No charge for Loan or Library Resources

In accordance with the Libraries Act, Section 26 (3), there shall be no charge for the use of the library resources or materials. This includes resources or materials used on the premises, resources or materials loaned, or resources or materials acquired from other sources at the discretion of the Board.
 

  1. Loan Periods for Library Resources and Materials

The loan periods for various Library resources and materials are set out in Schedule “C”.
 

  1. Reserving Library Materials or Resources

Library resources and materials may be reserved in accordance with Schedule “C”.
 

  1. Renewals

Library Materials and Resources may be renewed in accordance with Schedule “C”.


 
6. Penalty Provisions
 

  1. The fines for late return of materials are as set out in Schedule “C”.

 
6.2       The fines for damaged or lost materials are as set out in Schedule “C”.
 
6.3       The procedures for requesting the return of overdue materials are as set out in Schedule “C”.
           
6.4       Revocation of Membership

  1. A membership card may be revoked by the Library Manager based on criteria listed in Schedule “C”.

 
6.5       Appeals

  1. A person who has had his membership revoked pursuant to 6.4 may within 30 days of such revocation, make an appeal to the Board in writing setting out the grounds for the appeal.
  2. The decision of the Board in an appeal pursuant to 6.5a is final and not subject to further appeal.

 
6 .6 Prosecution

  1. In cases of serious dereliction, the Board may prosecute an offence under the Libraries Act, Section 41. Such as offence is punishable under the Libraries Act, Section 41. The range of penalties applying upon conviction for such an offence is set out in Schedule “D”.

 

  1. Any fine or penalty imposed pursuant to an offence under 6.6 inures to the benefit of the Valleyview Municipal Library Board in accordance with the Libraries Act, Section 42.

 
 
First Reading:  _____February 27, 2013_______
 
Second Reading: ___February 27, 2013_______

Third Reading: _____February 27, 2013_______
 
 
__________________________                          _________________________
 
Bylaw/Policy Committee Chair                              Secretary

Schedules A to D are part of the Bylaws of the Valleyview Municipal Library

 
Schedule 'A' – Room Rental Fees
Schedule B – Borrower’s Card Fees
Schedule C – Loan Periods for Library materials and resources
Schedule D – Penalty Provisions:
1) Fines for late return of Library materials or resources
                        2) Fines for damaged or lost Library materials or resources
                        3) Procedures for notice of overdue materials or resources and request for the return.
                        4) Revocation of borrower’s cards
                        5) Procedure for prosecution
                        6) Penalties for abuse of borrowing privileges
 


 
 

Freedom of Information and Protection of Privacy

 
Whereas pursuant to Section 89 of the Freedom of Information and Protection of Privacy Act, S.A. 1994, CcF-18.5, the Valleyview Municipal Library Board must designate a person or group of persons as the head of the Board for the purposes of the Act;
 
And Whereas pursuant to Sections 87 and 89 of the Freedom of Information and Protection of Privacy Act, the Valleyview Municipal Library Board may set fees payable to the Board for services under the Act and Regulations;
 
The Valleyview Municipal Library Board enacts:
 
Purpose:                    The purpose of the Bylaw is to establish the administrative structure of the Valleyview Municipal Library Board in relation to the Freedom of Information and Protection of Privacy Act, and to set fees there under.
 
 
Definitions:               In this Bylaw, unless the context otherwise requires:
 
Act, means the Freedom of Information and Protection of Privacy Act, S.A. 1994, c.F-18.5;
 
Applicant refers to a person who makes a request for access to a record under Section 7 (1) of the Act;
 
Board refers to the Valleyview Municipal Library Board and includes any committee, commission, panel, agency or corporation that is created or represented by the Valleyview Municipal Library Board and all the members and officers of which are appointed or chosen by the Valleyview Municipal Library Board.
 
Library Manager refers to the person charged by the Board to be responsible for the operation of the Valleyview Municipal Library.
 
Province means the Province of Alberta.


 
Interpretation:           The marginal notes and headings of this Bylaw are for reference purposes only
 
Designated Head:    For the purpose of the Act, the Library Manager is designated as the Head of the Board.
 
Fees:                          Where an application is required to pay a fee for services, the fee payable is in accordance with the Freedom of Information and Protection of Privacy Regulations, AR 200/95 as amended from time to time or any successor Regulation that sets fees for information from the Province.
 
Effective Date:          The Bylaw comes into effect on March 1, 2013, replacing the previous Bylaw which was effective on April 22, 2004.
 
 
 
 

 

Schedule “A”
Provision of Rental Space 
Multi-Purpose Program 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.
 
Other usage may be charged at the Library Co-ordinator’s discretion, as follows:

  • Up to four consecutive hours $50.00

 
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 booked 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 $30.00 per hour and charged back to the group renting the space.
 
If unlocking or locking the facility is required, there may be a 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:
 

  • Free of charge as available.

 
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 $30.00 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 Co-ordinator or the Library Board. Exceptions will be handled on an individual case basis.
 
 

Schedule “A”
Provision of Rental Space
 Multi-Purpose Program 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.
 
Other usage may be charged at the Library Co-ordinator’s discretion, as follows:

  • Up to four consecutive hours $50.00

 
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 booked 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 $30.00 per hour and charged back to the group renting the space.
 
If unlocking or locking the facility is required, there may be a 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:
 

  • Free of charge as available.

 
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 $30.00 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 Co-ordinator or the Library Board. Exceptions will be handled on an individual case basis.
 
 

Schedule “A”
Provision of Rental Space
 Multi-Purpose Program 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.
 
Other usage may be charged at the Library Coordinator’s discretion, as follows:

  • Up to four consecutive hours $50.00

 
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 booked 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 $30.00 per hour and charged back to the group renting the space.
 
If unlocking or locking the facility is required, there may be a 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:
 

  • Free of charge as available.

 
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 $30.00 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 Co-coordinator or the Library Board. Exceptions will be handled on an individual case basis.
 
 

Schedule “B”
Borrower’s Card Fees
 

  1. The Library shall charge a fee to all persons wanting to join the Valleyview Municipal Library, with the exception of persons holding an existing valid The Alberta Library (TAL) Card within the Peace Library System (PLS). If a person holding a valid TAL card relocates to the Town of Valleyview or M.D. of Greenview # 16, regular charges will apply upon the renewal date of the prior membership.

 

  1. A borrower’s card shall be issued to each member and will remain valid for one year from the date of issue and shall indicate expiry date.

 

  1. Membership will remain valid for one year from the date of issue unless revoked by Library management.

 

  1. Fee structure shall be as follows:

 

  • Child (0-11 years old)          Part of ‘Family Membership”
  • Youth (12-18 years old)      $5.00
  • Adults (18 and over)           $10.00
  • Senior (65 and over)           $5.00
  • Family*                                $20.00

 
*A Family membership includes up to two parents or guardians and all children of immediate family.
 
Temporary Residents may apply for a three-month term Temporary Local-Use Only membership for $30.00. Applicants must also provide a photocopy of a valid driver’s license or other government issued photo I.D. and valid credit card number.
 
 
 

Schedule “C” - Loan Periods for Library Resources

 

  1. Loan Periods
  1. Books, Audiobooks, Periodicals – Four (4) weeks
  2. Music CDs, DVDs, and Software – Three (3) weeks
  3. Reference Materials at Library Co-coordinator’s discretion

 

  1. Renewals
  1. Materials borrowed from the Valleyview Municipal Library may be renewed up to two times, unless the item has been requested by another borrower/library. Renewals may be made in person, over the telephone, or online through tracpac. It is the responsibility of the borrower to ensure that renewals are completed.

 

  1. Reservations
  1. Library materials may be reserved by borrowers using the Online Public Access Catalogue, in person at the Library, or by telephone.
  2. Materials borrowed through Inter-Library Loan will have renewal limits set according to the guidelines of the original lending library.

 
 

Schedule “D”
Penalty Provisions 
 

  1. Fines for Late Return of Materials
    1. Materials not returned within the time frame set out in Schedule “C” shall be considered to be overdue.
    2. Overdue Books, Audio Books and Periodicals shall be charged at $.10 per day per item up to the replacement cost of the item.
    3. Overdue Audiovisual materials (except Audio Books) shall be charged at $.25 per day per item up to the replacement cost of the item.
    4. Fines and fees may be reduced or waived at the discretion of the Library Coordinator.
  2. Fines for Damaged or Lost Materials
    1. Borrowers returning Library materials which are damaged or unreasonably soiled, will be charged the replacement cost of the item in addition to any overdue fines applicable. Charges for damaged or lost items may be reduced or waived at the discretion of the Library Coordinator.
    2. Items that are more than one month overdue are considered to be ‘Lost’ The Library will inform the borrower by mail, email or telephone that replacement cost will be charged to the borrowers account.
    3. In the event that a ‘Lost’ item is paid for and later found, the following procedure shall be followed:
      1. The item must be returned within one year of the original borrowing date.
      2. It the item is in suitable condition to be returned to the collection, the borrower’s account will be credited for replacement cost of the item.
  3. Revocation of Borrower’s Card
    1. The Library shall have the option of revoking the card and/or borrowing privileges of any borrower for:
      1. Failure to return Library materials or pay overdue fines.
      2. Failure to pay for damaged or lost items within one month of notification of charges.
    2. Borrowers failing to comply with Library policy will have a blocking note placed on their account and borrowing privileges will be suspended until outstanding charges are paid and Library materials are returned.
    3. Parents of borrowers under the age of 18 who have had their borrower’s card/privileges revoked, may make an appeal within 30 days to the Library Coordinator or Library Board setting out the grounds of their appeal. Appeal decisions will be final.
  4. Penalties for Abuse of Borrowing Privileges
    1. The range of penalties for contravention of the bylaws set forth shall range from revocation of borrower’s privileges to a ‘fine of not more than two thousand dollars, or to imprisonment for six months, or to both,” as per Section 787 (1) or the Criminal Code, R.S.C. 1985, C-46.
    2. If the Board finds it necessary to prosecute an individual or group for contravention of these bylaws, the Board shall pass a motion to consult a solicitor for their recommendations.