Statement of Policies

We are a municipal library according to the Library Act of British Columbia.  We also provide service to residents of the Powell River Regional District who live outside the City of Powell River, except for Lasqueti Island, through a Service Agreement with the Regional District.  The Board of Trustees for the Library establish the policies that govern its operation.  The Chief Librarian carries out these policies by creating the procedures that Staff implement to provide services to you, the public.  Our Statement of Policies appears below.

[toc]

INTRODUCTION

The Powell River Public Library is a Municipal Library according to the Library Act of British Columbia. We also provide service to residents of the Powell River Regional District who live outside the City of Powell River, except for Lasqueti Island, through a Service Agreement with the Regional District. This is a complete statement of the policies established by the Board of Trustees that governs the operation of the Library.  It supersedes all previous statements of policy.  All policies in this document have been reviewed and approved by the Board. The Chief Librarian carries out these policies by creating a set of procedures for Staff to implement.  Members of the public may review this document in the Library or on our website.

MISSION STATEMENT

We are a public educational, cultural and recreational resource at the heart of our community where all can enjoy the benefits of limitless access to all forms of information. 

VISION

The Library:  a vital resource leading the community with innovative information experiences for discovery, connection and social enrichment.

STATEMENT OF VALUES

(In alphabetical order)

Accessibility:  Accessing information is free, uncensored and without physical barriers.

Accountability:  Spending public funds drives us to be vigilant about efficiency.

Collaboration:  Working together with other organizations can produce better results.

Heritage:  Preserving our cultural heritage helps us discover who we are.

Literacy:  Improving literacy invests in the community's economic, physical and mental wellbeing.

Quality:  Producing work that is of high quality, innovative and flexibile will meet changing needs.

Respect:  Embracing diversity, maintaining confidentiality and dealing fairly demonstrate respect.

Responsiveness:  Gathering feedback helps us to constantly improve.

BOARD OF TRUSTEES

Composition of the Board

The Board of Trustees is currently comprised as follows:

• One member of City Council appointed by City Council
• One Director of the Regional District Board appointed by the Regional District Board
• Two additional residents of Electoral Areas A, B, C, or D appointed by the Regional District Board
• The remaining members as appointed by City Council.

Board Vacancies

When a Board vacancy occurs, the Board requests the City Council or the Regional District Board to appoint a person to fill the vacancy.

Duties of Library Board Officers

The Board elects its officers by a majority vote of the Board after receiving nominations from the Board.  Any Board member in good standing may be nominated for office. 

Chair.  The Chair presides at all Board meetings; acts as the primary liaison with the Chief Librarian to ensure that policies are carried out and is one of the signing authorities of the Library; and is an official representative of the Library when such representation is required by Board action.

Vice-Chair.  The Vice-Chair assists the Chair to carry out the duties of the Chair and presides over meetings in the Chair’s absence.

Secretary.  According to the Library Act, the Chief Librarian is the Secretary to the Library Board.  However, the Board may delegate some of these duties to a confidential secretary hired by the Board.  This secretary is not part of the CUPE bargaining unit for Library employees. The Secretary has the following duties:

• Has charge of the accurate preparation and custody of the minutes of the Board.
• Attends to and maintains a file of all correspondence of the Board.
• Issues notices and prepares an agenda for each meeting of the Board.
• Provides copies of the minutes of the latest Board meeting to all Board members at the next regularly scheduled meeting of the Board.

Treasurer.  The Board directs the Chief Librarian to perform duties normally associated with the office of Treasurer. As such the Chief Librarian has the following duties:

• Ensures that regular financial statements are provided to the Board.
• Manages the Library’s budget.
• Creates Library financial reports as required.
• Acts as a signing authority of the Library.

Board Meetings

Board meetings are open to the public and a schedule of meetings for each calendar year is posted in the Library and on the Library’s website.  The Board meets In Camera to discuss matters permitted to be discussed In Camera according to the Community Charter.  Only Board members and their designees may attend In camera segments of Board meetings.

Approved minutes of public Board meetings are posted in the Library and on the Library’s website.

Trustees are expected to remain at regular Board meetings until the business agenda has been completed and the meeting adjourned.

Board Meeting Protocol

All meetings of the Library Board of Trustees shall be conducted according to Robert’s Rules of Order.  Trustees may attend via teleconference if circumstances require.

Board Meeting Absences

Trustees absent from three consecutive meetings or three meetings in a year without leave shall resign, unless the Board considers that extraordinary circumstances warrant continued service.

Appointments to Committees

The Board Chair appoints committees with the advice of the Board at the first meeting of the new year.  At least three trustees sit on each committeeCommittee members serve for one year but may be reappointed.  Every Board member is encouraged to sit on a committee.

Duties of Committees

When the Board decides that an action or discussion can be better handled by a small group, it refers the matter either to a standing committee or an ad hoc committee that it creates.

The Chief Librarian sits on all Committees as a non-voting member.

The standing committees are Finance, Human Resources, Policy and Workplace Health & Safety.

Committees may include non-Board members that have special expertise required by the committees to perform their duties or to fulfill the requirements of the current CUPE contract.

All committees must report their recommendations for actions to the Board for full approval.

Finance Committee

The Finance Committee collaborates with the Chief Librarian to prepare the Library’s budget.

The Finance Committee advises the Chief Librarian with respect to all aspects of the financial management of the Library.

The Finance Committee approves travel expenses and other expenses as required by Board policy.

Human Resources Committee

The Human Resources Committee consists of the Chair and two other Board members.

The Human Resources Committee advises the Chief Librarian with respect to all aspects of Human Resources management of the Library

The Human Resources Committee represents the Board in Labour-Management meetings, grievance procedures and contract negotiations unless the Board appoints an ad hoc committee for a special circumstance.

The Human Resources Committee coordinates the orientation and training of new Trustees.

The Human Resources Committee prepares the evaluation of the Chief Librarian and makes recommendations with respect to his/her compensation and benefits.

The Human Resources Committee has primary responsibility to recruit a new Chief Librarian when vacancies occur.

Policy Committee

The Policy Committee reviews and recommends all changes and revisions to Library policies.

When required, the Policy Committee will ask Staff for advice.

Workplace Health & Safety Committee

The Workplace Health & Safety Committee consists of one Board member, one member of management and one staff member.

The Workplace Health & Safety Committee advises the Board and the Chief Librarian with respect to all issues affecting the health and safety of the workplace.

The Workplace Health & Safety Committee fulfills any mandate required by the terms of the current CUPE agreement.

Privacy and Confidentiality Agreement

Every Trustee of the Powell River Public Library Board must sign the Privacy and Confidentiality Agreement on being appointed to the Board.

 

STAFF

Absence of the Chief Librarian

When the Chief Librarian is absent for a prolonged period, the Board may, at its discretion, appoint the Assistant Chief Librarian to be Acting Chief Librarian.

Workplace Health & Safety

The Board  promotes a culture of safety and health within the Library. It recognizes that the Board, Management and Staff all share the responsibility to ensure a safe and healthy workplace.

The Health and Safety Committee is a standing committee of the Board (See Board Committees).

The Health and Safety Committee will meet as required and in accordance with any requirements of the current CUPE agreement.

Minutes of Health & Safety Committee meetings are made available to Staff and in the Committee reports to the Board.

Employee Records

Information held in Library employee files includes:

• Applications, related correspondence and written references
• Performance appraisals and background documents
• Disciplinary documents and background documents
• Correspondence relating to medical conditions

The protocol for employee access to employee records is governed by the current CUPE contract and all applicable laws and regulations.

Employee records are the property of the Board which delegates to the Chief Librarian the responsibility to maintain them.

Criminal Record Check

Library Staff frequently work with children.  Recognizing this, the Board requires that each Staff member obtain a criminal record check that is current to within 5 years and provide that information to the Chief Librarian.

Employee Credentials

The Board requires that all new employees provide evidence of their credentials as a condition of employment.

Recognition of Retiring Employees

The Board recognizes retiring employees in an appropriate manner.

 

FINANCE

Fiscal Year

The fiscal year is the same as for the City of Powell River and is consistent with provincial reporting requirements.

Signing Authorities

The Chair, the Chief Librarian and anyone designated by the Board are signing authorities on checks, contracts and other business documents for the Library.

Auditor

The Board appoints an auditor which is usally the same as the auditor appointed by the City of Powell River.

Tangible Capital Assets

 The Powell River Public Library organizes its tangible capital assets according to these major categories:

1. Library Collection
2. Office Furniture/Equipment
3. IT Infrastructure:

• Software
• Hardware

The useful lives of all tangible capital assets are assumed to be five years and are depreciated using the straight-line method..  The Library collection has a mix of formats with varying degrees of durability.  The Powell River Public Library does not distinguish among the mix of formats in the Library collection in determining the useful life but rather considers that the average life of all these assets is 5 years.   The useful lives of the Office Furniture/Equipment and IT Infrastructure categories are consistent with the City of Powell River’s Council Policy 233.  All tangible capital assets have a residual value of zero at the end of five years. 

The Library collection does not have a minimum dollar amount threshold.  All Library collection acquisitions are pooled together and are capitalized in the year of acquisition.  The Office Furniture/Equipment and IT Infrastructure asset categories have a minimum dollar threshold of $1,000 for capitalization.  Any Office Furniture/Equipment and IT Infrastructure purchases under $1,000 are expensed in the year of acquisition.   

The valuation of existing tangible capital assets is determined from the original invoiced cost using existing accounting records. 

All tangible capital assets and the related accumulated depreciation are recognized as assets on the Statement of Financial Position for the Powell River Public Library.  Fully depreciated tangible capital assets still in use by the Powell River Public Library are disclosed on the Statement of Financial Position.  The depreciation expense calculated each year is recorded as an expense on the Statement of Operations for the Powell River Public Library.

The Tangible Capital Assets policy is reviewed by the Powell River Public Library Board of Trustees every two years.

Definitions:

• Tangible capital assets are non-financial assets having physical substance and are used on a continuing basis in the course of operations.  Tangible capital assets have a useful life of more than one year.
• Depreciationis the process of spreading the cost of an asset over the expected useful life of the asset.
• Accumulated depreciation is the amount of depreciation expense that has been claimed since the acquisition of the asset. 
• Library Collection – refers to all Library materials except periodicals, which are considered to have a useful life of one year.  Periodicals are expensed in their year of acquisition. 

Provisional Budget

Until the annual budget is adopted, the provisional budget is the same as the budget for the previous year unless a different provisional budget is approved by the Board.

Petty Cash

Petty cash is used to pay for small incidental expenses that occur in day-to-day Library business.

Personal employee expenses incurred in Library business may be reimbursed through petty cash up to a limit of $30.

All cash reimbursements from petty cash are reviewed and approved by the Chief Librarian or his delegate.

Reimbursement of Expenses

Reimbursement of expenses, including travel expenses, incurred by Staff members engaged in Library business, is approved by the Chief Librarian.

Reimbursement of expenses incurred by the Chief Librarian when engaged in Library business is approved by the Board Chair or in his/her absence, the Vice-Chair.

Reimbursement of expenses, including travel expenses, incurred by Board members engaged in Library business, is approved by the Finance Committee.

Reimbursement of expenses, including travel expenses, incurred by Board members who are also Finance Committee members engaged in Library business, is approved by at least two other Board members with first preference being the Chair and Vice-Chair of the Board.

Original receipts are required for all expenses incurred except for mileage, which is reimbursed at the Revenue Canada rate.

Expenses for Travel on Library Business

Travel outside of Powell River is sometimes necessary to accomplish important Library business.  We have a fiscal responsibility to the people of Powell River and we operate in the public trust; therefore, we keep travel for such purposes to a minimum. 

Board members who travel overnight or longer on Library business must have their estimate of reimbursable expenses approved by the Finance Committee before undertaking travel for which they expect to be reimbursed.

When the Chief Librarian travels overnight or longer on Library business s/he must have his/her estimate of reimbursable expenses approved by the Board Chair, or in his/her absence the Vice-Chair before undertaking travel for which s/he expects to be reimbursed.

Staff members who travel overnight or longer on Library business must have their estimate of reimbursable expenses approved by the Chief Librarian before undertaking travel for which they expect to be reimbursed.

Everyone who travels at the expense of the Library is expected to make every reasonable effort to keep the costs at appropriate levels. 

Schedule of Charges

The Board approves a Schedule of Charges for overdue fines, lost materials, photocopies, computer printing and other charges.  The Schedule of Charges is reproduced in the Appendix.

Reserve Funds 

The Library accumulates reserve funds annually whenever annual revenue exceeds annual expense.  The surplus can occur even in years when the Library spends its entire annual budget if the revenue it receives in a year exceeds the budgeted revenue.  An example would be if the Library received more revenue from donations than it had budgeted, i.e., more people gave more money to the Library than it expected.  This policy describes what the Library does with its reserve funds.

The Library holds the greater of $100,000 or 10% of its annual operating budget as a contingency fund against unanticipated expenses.  Accumulated reserves in excess of this amount are invested in the Library Legacy Fund, an endowment fund designed to produce future income for Library operating expenses.

The Reserve contingency fund is invested in highly liquid, low risk, interest-bearing term investments so that the money is earning the maximum interest possible while remaining accessible for fiscal emergencies.

The Board grants the Chief Librarian the discretion to utilize the reserve funds when that is necessary in order to balance the annual budget.  Using the reserve funds for any other purpose requires Board approval.

Library Legacy Fund

One gift can make a huge difference to our Library’s future.  If the Library manages these gifts well, future generations will be able to count on being able to use a great public library in Powell River.  Toward that end in 2011 the Board established the Library Legacy Fund.  This endowment fund is operated so that proceeds from the fund will offset the cost of Library operations well into the future.

The Library Legacy Fund accumulates capital or principal from 3 sources:

• Contributions from the public
• Accumulated annual budget surpluses in excess of Library contingency reserves
• Earnings on Fund investments

Contributions from the public may be in these ways:

• Cash, stocks or bonds
• Real property
• Charitable bequests
• Life insurance

How the Fund Income May Be Spent

Until the Fund capital grows to $100,000 all earnings on Fund investments are reinvested in the Fund. 25% of earnings on Fund investments may be spent on regular Library operations whenever Fund capital levels are over $100,000 with the remaining earnings (75%) reinvested in the Fund. Once the fund reaches a size at which its earnings can pay the entire annual cost to operate the Library, 100% of the earnings from the Fund will be used for this purpose. The Board will then determine its strategy for future contributions to the Fund.

Who Manages the Fund

The Library Board with the advice and support of its Finance Committee manages the Fund. Board decisions regarding management of the Fund include but are not limited to decision about how and where to invest the Fund principal; how the Fund is spent; and consideration of an outside steward to operate and invest the Fund.

How the Fund is Invested

A long-term financial objective of the Fund is to produce a relatively predictable and stable income that increases over time.

The Fund seeks to earn an average annual total return of 3.5% plus the rate of inflation (CPI). The Fund’s secondary return objective is to perform as well or better than the “Benchmark Portfolio” before investment management fees. The Benchmark Portfolio is a weighted average of Benchmark performance for each asset class. The Benchmarks for each asset class are shown in Fund Investment Allocation Table. Achieving these returns over the long-term means that a significant portion of the Fund will be invested in equity investments.

The target asset allocation for the Fund is highly diversified both by asset class and within asset classes. The purpose of diversification is to enhance future returns, to lower the volatility of Fund, and to provide reasonable assurance that no single security or class of securities will have a disproportionate impact on the total fund. In short Fund investments are diverse in order to reduce risk to Fund principal.

In January of each year Fund assets are re-allocated to achieve the target asset allocation.

The Fund seeks to reduce investment management expenses by investing in index-based computer-traded mutual funds.

Fund Investment Allocation Table

Asset Class	Target %	Benchmark
Canadian Equities	15	S&P/TSX Total Return
U.S. Equities	30	Wiltshire 5000
International Equities – Developed Markets	20	MSCI® EAFE® Index
International Equities – Emerging Markets	10	MSCI® Emerging Markets Index
Equities Subtotal	75%
Fixed Income Securities – Developed Markets	25	Barclays Capital Global Aggregate Float Adjusted Bond Index
Total	100%

The Fund is held in cash investments like GICs until such time as it grows to a size that makes it practical to invest the Fund according to the asset classes.

GENERAL POLICIES

Intellectual Freedom

We adhere to the principles stated in the Intellectual Freedom Statement adopted by the Canadian Library Association.  This document appears in the Appendix.

Library Etiquette and Decorum

The Board expects that our patrons understand how they should act in the Library.  Therefore, we provide our patrons with this policy on Library Etiquette and Decorum rather than a list of rules and regulations proscribing various behaviours.

• Many people use the Library.  It is a limited and confined space in which you need to be courteous and respectful of one another.
• Some people are offended by things different from what offends you.  Please be aware of this, particularly when in conversation with others or when using the Internet in our confined Library spaces.
• If you are a parent or guardian you are responsible for your children’s behaviour in the Library at all times, even if your children are in the Library without you.
• You are reminded to use your cell phone outside Library premises and to keep it switched off when in the Library.
• Please be mindful that your voice can carry and can be disturbing to those trying to concentrate.
• You may have a non-alcoholic beverage in the Library but please make sure that it is in a closed container and keep it away from the public computers area.
• Please be careful with all Library materials.  Materials in some formats such as DVDs and CDs are particularly vulnerable to rough handling.  Remember this as a courtesy to other patrons who might want to use what you are using now.
• Please leave your pets (other than service animals) outside our premises.
• Public restrooms are for everyone.  Please attend to the condition of the washroom after you use it.
• Campaigning, soliciting, interviewing, oral surveys, sales or any similar disruptive behaviour must occur outside the Library.
• Your basic hygiene needs to be generally acceptable to others using the Library and you need to wear a shirt and footwear when visiting the Library.
• If you are obviously under the influence of alcohol or drugs you need to stay away from the Library until you are sober.
• You need to make sure that whatever you do in the Library complies with the law.

Confidentiality of Patron Information

Library records relating to patron registration and use of the Library and its services are confidential.  Library Staff make every effort to not leave private patron information on a computer screen within public view or repeat aloud this information within public earshot.

The Library will make the contents of these records available after an affirmative Board decision only when this is required by law and after consulting with legal counsel.

Information on a patron’s record may be viewed by:

• The patron, on presentation of his/her Library card or other valid identification.
• Parents who wish to gain access to their child’s Library records must do so with their child’s library card number using the Library’s website.  In respect of a child’ right to privacy, Library staff provide a child’s Library records to parents only when these relate to overdue and lost or damaged book charges for which the parents are responsible.
• Library Staff for purposes related to the operation of the Library.

Library Communications

The Board has established this communications policy in order to ensure that the public is accurately informed about all matters concerning the Library.

A complete Statement of Policies and the Library’s Strategic Plan are published on the Library’s website and may be read in the Library.

Information about major strategic initiatives of the Library is published on the Library’s website and may be read in the Library.

Contact with the media occurs according to the following guidelines:

• The Chief Librarian or his/her delegate handles all contact with the media and prepares all press releases and other materials related to such contact.  In performing this role, s/he consults with the Board when the matter in question is important and when the timeframe for the media contact permits. Staff members listed as contacts on press releases are responsible for answering inquiries from the media about them.  Staff members who are in charge of Library programs may answer questions from the media related to those programs.
• All requests by the media for information, interviews, photographs or video opportunities relating to Library issues are referred to the Chief Librarian who is responsible for handling the Library’s media relations.
• The Library’s Etiquette and Decorum policy limits soliciting opinions through interviews or surveys by third parties inside the Library.  Exceptions may be granted by the Chief Librarian for interviews on Library topics.
• Members of the Board of Trustees refrain from discussions or other contacts with the media except when designated by an action of the Board.
• Library Staff and Board members, as private individuals, have certain legal rights regarding contact with the media.  Every employee and Board member has the right to express personal opinions to the media or others.  This policy only addresses contacts with the media when these are as official representatives of the Library or when titles associated with employment are used in a way that suggests that such contacts are as official Library representatives.

Library public relations involve every person who has a connection with the Library.  The Board requires that its own members and every Staff member recognize that s/he represents the Library in every public contact.  Most importantly, great service is the author of good public relations.

Any member of the public who is featured  in a photograph must give  permission on a photo release form before the photograph may be used by the Library in its communications.  This does not include photographs of crowd pictures when no one person is featured. 

Library Privileges of Board Members and Employees

Board members and employees using Library services for personal use have the same responsibilities as regular patrons. They pay for fines and for lost materials and other charges the same as for any patron of the Library.  They pay for photocopy and printing charges.  This does not extend to charges for services consumed or materials borrowed or lost when they are being used for Library business.

Library Property

The Library does not lend assets or equipment other than the collection intended for public use.

Library surplus assets are disposed of by means of public sales.  Money raised through the sale of assets is used to purchase other assets.

Memberships in Professional Associations

Barring budgetary constraints, the Library is an institutional member of the British Columbia Library Trustees Association and the British Columbia Library Association.  All other memberships are at the discretion of the Chief Librarian as long as these are consistent with the Library’s mission statement and statement of values.

Closing the Library

Special closing of the Library may occur in response to emergencies or other operational considerations of the Library at the discretion of the Chief Librarian.  When time permits, the Chief Librarian will consult with the Board Chair prior to the closing.

The Library closes during inclement weather if conditions prevent the operation of City buses.

At the discretion of the Chief Librarian, Staff may leave early due to inclement weather if conditions will make their journey home difficult at the end of their regularly scheduled shift.

Time off taken when Staff leave early due to inclement weather will be booked as sick time or may be made up by the Staff member.

If a power outage occurs, Staff will clear the Library immediately and then post a notice on the front door stating that the Library is closed due to a power outage.

If the outage persists, at the discretion of the Chief Librarian or his/her delegate the Library may close for the day and Staff will be sent home. 

DONATIONS AND FUNDRAISING

Donations

The Library welcomes gifts including but not limited to gifts of money, securities, books, non-print materials, equipment, furnishings and other materials and services that help it to provide Library services to the community.

Decisions about which donations and gifts of books and non-print media are added to the collections are made subject to the criteria described in the Collection Development Policy.  The Library reserves the right to make decisions about whether these items are added to the collection.  Items that are not added to the collection may be sold by the Friends of the Library in order to raise funds for the Library.

Donations that have conditions attached to them require Board approval before they may be accepted.

The Library reserves the right to refuse gifts when they:

• Are inconsistent with Library policies, mission or values.
• Will not improve the Library`s financial condition.

The Library acknowledges all donations in an appropriate manner.

All records on donations will be held confidentially.

The Library issues tax receipts for donations under the Charitable Donations Act only when these are donations of money or monetary assets.  Library Board and Staff are not experts in valuation of books or other tangible assets.  Therefore they do not issue receipts for these items.

Fundraising

The Library Board may raise money privately for any specific purposes that will enhance Library services to the public.  Fundraising activities may be used for facility improvements, equipment purchases, additions to the collection or for other purposes that cannot be achieved through other sources of Library funding.

The Library will use all funds raised for the stated purposes of the fundraising campaign as determined by the Board.

The Board will make every effort to make certain that a minimum of money raised is spent on fundraising expenses.

Any research information on potential donors will be limited to that needed for donor cultivation and solicitation and will respect the individual`s right to privacy.

All records on donors will be held confidentially.

Fundraising by Other Organizations

The Library appreciates the fundraising efforts of other organizations.  However, it will not collect money for other organizations on Library premises.  Organizations may post notices about their fundraising campaigns on the Library bulletin board in accordance with the Library`s policies governing use of its bulletin boards.

Friends of the Library

The Friends of the Library is a separate not-for-profit organization that supports the Library through fundraising and volunteer efforts.  The Board is wholly supportive of this effort and very much appreciates the dedication and hard work of the Friends. 

The Chief Librarian is the Board’s liaison with the Friends of the Library to assist and support the Friends to develop their fund-raising strategy and to identify Library projects that can be supported by Friends of the Library funds.

Friends of the Library funds are maintained separately from Library funds and are managed by the Friends of the Library.

Volunteers

The Library values the hard work of all its volunteers.  Volunteers work on Library projects determined by the Chief Librarian consistent with the terms of our current collective bargaining agreement.

Naming Library-Owned and Related Assets

The Board of Trustees welcomes opportunities to name Library-owned and related assets after founders, benefactors and others who have made exceptional contributions to the Library and its mission or to the wider community.  Naming provides a meaningful opportunity to recognize outstanding and exceptional contributions to the Library.  By recognizing such contributions we inspire future members of our community to participate in the continual improvement and development of the Library and its services.  The Board policy applies to naming opportunities for either contributions of monetary value or contributions of service.

Importance of a Naming Policy

Recognizing a benefactor by naming an asset is an important Board decision.  It reflects how the Library perceives itself, its mission and its values.   Library assets available for naming are limited while individuals who could potentially be honored by naming is greater so naming opportunities are scarce.  The naming decisions taken by the Board will be decisions that we all live with for a very long time.  The Board needs to make naming decisions fairly and consistently.  An appropriate naming policy can address all these issues and help the Board to make good naming decisions.

Authority for Naming

Final Library authority to name Library-owned and Library-related assets rests solely with the Board of Trustees.  The Board recognizes that the City of Powell River also has a role in naming decisions for City-owned Library-related assets.

Consistency with City Naming and Sponsorship Policies

Whenever possible, naming decisions of the Board are consistent with any City of Powell River naming and sponsorship policies.

Assets for Naming

Assets which may be named in recognition of a contribution include the following:

Tangible assets

• Buildings and parts of buildings
• Collections
• Equipment
• Outdoor gardens and courtyards
• Other facility features or physical improvements
  

Other assets

• Programs or regular services
• Employee positions
• Events
• Scholarship funds

Naming Principles

The following principles apply to all naming decisions taken by the Board:

• They are consistent with other policies of the Board including its adherence to the Canadian Library Association Position Statement on Intellectual Freedom.
• Naming assets after individuals only rather than corporations or businesses is the Board’s normal practice.
• All naming is for a defined period of time, usually the useful life of an asset.
• If an asset will be replaced or substantially altered in its form, nature or use, the Board may rename the asset at its discretion, but will continue to recognize earlier benefactors and honourees when appropriate.
• Naming decisions are taken by majority vote of the Board of Trustees.
• Naming in recognition of a benefactor can only occur after the Library receives a significant portion of the donation.
• Naming in honour of a member of the Library staff or Board shall not be conferred until two years following the honouree’s retirement or death.

Confidentiality

All naming opportunities are kept confidential by Library staff and Board until they are announced publicly.

Naming Committee

Whenever the Board is considering a naming opportunity it may direct the Chair to appoint an ad hoc committee to consider the opportunity and make a recommendation.

Information to Consider

Information that the Board will consider before making its decision includes the following:

• A description of the naming opportunity being proposed.
• A summary of the life, career and meritorious activity of the person to be recognized.
• In the case of a benefactor, the nature and impact of the gift and how it qualifies for a naming opportunity according to criteria in the Library naming policy.
• The reason the naming is important to the Library.
• The proposed duration of the naming.
• The effect on other naming opportunities for the Library.
• Any special adverse or advantageous effects of the naming.

Terminating or Revoking a Naming

The Board does not commit to a naming beyond the useful life or existence of the asset that is named.  It may revoke a naming if in its opinion retaining the name would be prejudicial to the Library’s reputation.   The decision to revoke a naming is based on a similar level of due diligence as should appropriately be used to make a naming decision.

Memorandum of Agreement

If the Board deems it necessary, it may prepare a memorandum of agreement outlining the terms of the naming.

LIBRARY SERVICES

Library Cards

Library cards are issued free to all residents of the City of Powell River and the Powell River Regional District who apply.

Two pieces of identification, including one that includes the current address of the applicant are required to obtain a Library card.

Library cards do not expire but cards that show no activity for 5 years or more are cancelled.  Holders of those cards must reapply for a card.

It is the responsibility of the card-holder to provide the Library with current contact information.

All children regardless of age may apply for a Library card.  It is the responsibility of parents and guardians to decide whether their children may have Library cards.  The Library assumes that all children who apply for a Library card have their parent’s permission if required.

Parents are responsible for all charges incurred on their children’s Library cards up to the age of majority in British Columbia.

Library Services to Temporary Residents and Visitors

Temporary residents and visitors of fewer than 6 months duration may be given temporary Library cards affording them service privileges upon payment of a fee determined by the Board.  All temporary Library cards expire at the end of 6 months.

Library Services to Children

The responsibility for all use of Library collections, computers, programs and services by a child rests with the child’s parent or legal guardian.  The behaviour of a child in the Library is the responsibility of the child’s parent or legal guardian even when that child is unaccompanied.  Enforcing a parent’s or guardian’s rules governing their child’s behaviour in the Library is the responsibility of the parent or guardian.

Borrowing Items from the Library

Library card-holders may borrow up to 30 items per card.

Special arrangements may be made with institutions for block loans of materials at the discretion of the Chief Librarian.  Books borrowed by an institution under such arrangements are the individual responsibility of one person at that institution.

The Chief Librarian or his/her delegate may reduce borrowing limits if this is warranted due to extraordinary demand.

New books, magazines, audio books, CDs, and holiday items may be borrowed for 2 weeks.  All other circulating materials may be borrowed for 4 weeks.

Items in the Reference Collection may be used only in the Library.

Items in the Local History and Culture Collection may be used only in the Library.

An item may be renewed for one loan period unless there are others waiting for that item.

Interlibrary Loans

Patrons may borrow books from other libraries through a Library service called, “Interlibrary Loan.”

Interlibrary loan policies are consistent with the Interlibrary Loan Code for B.C. (See Appendix)

Patrons may request up to 2 interlibrary loans each week.  Additional requests each week are at the discretion of the Chief Librarian or his/her delegate.

A charge is assessed for interlibrary loan items ordered but not picked up.

Loan periods for fulfilled items are determined by the lending libraries.  On some occasions, fulfilled items may only be viewed in the Library.

Interlibrary loan items are only checked out to the patron who made the request.

Patrons must request renewals at least one week before the due date.  Some interlibrary items may not be renewed due to restrictions by the lending library.

BC OneCard Borrowing

When funding permits, the Library participates in the BC OneCard program coordinated by the Public Library Services Branch of the Ministry of Education.  This program allows Library card holders from other libraries throughout the province to borrow items from our Library and reciprocally allows our Library card holders to borrow items from other BC libraries.

BC OneCard borrowing is limited to regularly circulating books except that new books may not be borrowed.  Borrowing limits using OneCard are the same as for other books.

Overdue and Lost or Damaged Items

The Library assesses fines when items are late.

For items that are damaged or lost the Library charges the cost to replace the item plus an administrative fee to cover ordering and processing the replaced item. 

If any item cannot be replaced because it is out of print, the Library assesses a standard charge so that another item may be purchased in its place.

Fees for late, lost or damaged items are listed in the Schedule of Charges in the Appendix.

Suspension of Library Services

Library services may be suspended for just cause at the discretion of the Chief Librarian including but not limited to the following:

• Failure to return Library materials and pay Library charges.
• Causing damage or destruction to Library property.
• Disturbing other Library patrons.
• Other objectionable conduct.

The Chief Librarian will notify the Board of all suspensions.

Public Computers

 The Library provides free public computers to access the Internet, perform basic office tasks, use learning and literacy-enhancing software provided by the Library and to consult the Library’s Catalogue.

Patrons must use only the software provided by the Library on its public computers.

The Chief Librarian or his/her delegate will design procedures to allow patrons access to the public computers in a fair and orderly manner.

The Library provides access to its public computers according to the principles of Intellectual Freedom and consistent with its Mission and Values.

Patrons who use public computers are expected to adhere to the Library’s Patron Etiquette and Decorum policy.

Library public computers are located in areas shared by Library patrons of all ages, backgrounds and sensibilities.  Patrons are asked to consider others when viewing potentially offensive or controversial information or images.

The Library provides information to all its patrons on safe use of the Internet.

It is the patron’s responsibility to conform to copyright laws and regulations and licensing agreements when using the Library’s public computers.  

Public Computer Use by Children

All children, regardless of age, may use the Library’s public computers.

It is the responsibility of parents and guardians to limit their children’s use of Library computers and enforce those limits if they wish.  The Library assumes that all children who use the Library computers have their parent’s or guardian’s permission if required.

Parents are solely responsible for how their children use computers at the Library even when their children are unaccompanied.

Materials promoting safe use of the Internet by children are placed near all public computers. 

Use of Library Bulletin Boards and Distribution of Materials in the Library

All notices posted on Library bulletin boards and items to be distributed in the Library are pre-approved by the Chief Librarian or her/his delegate.

Only authorized Library staff may post notices in the Library.

Notices are posted and materials are accepted for distribution as space is available.

The Library determines the duration of all postings.

Notices are posted only on bulletin boards designated for public notices.

The Library posts or makes available to be distributed:

• Announcements about non-profit cultural events and activities in the community that are related to literature, art, music, drama and dance.
• Public announcements of general interest to the community.

For the following kinds of items you need to find someplace other than the Library:

• Materials treating controversial issues from a single point of view.
• Materials advocating religious or political points of view.
• Commercial advertising materials.

Posters and authors of notices in the Library are responsible for the content of those notices.

Any petitions must be distributed outside of Library premises.

Photocopying

The Library provides the public with access to photocopying as a convenience to its patrons and as a way to reduce damage and loss to the Collections.

Patrons are responsible for making their own photocopies.

Patrons are charged fees for photocopying, which are determined by the Board.  The fees are intended to cover all costs of providing the service.

Patrons must use the paper supplied by the Library in the photocopier(s).

Patrons may copy without charge up to 5 black & white pages from any non-circulating Library materials.

Patrons are responsible to make certain that their photocopying does not violate current copyright laws and regulations.

COLLECTION DEVELOPMENT POLICY

This is a statement of our policy with respect to maintaining and developing our collections in all formats at the Powell River Public Library.  A statement of principles that guides all of our collection development activities is presented first.  That statement is followed by more specific statements of policy with respect to each separate category of our collections.

Selecting Library materials is the responsibility of the Chief Librarian and his/her delegates.

Patron requests and recommendations to purchase materials for the Library collections are considered if they meet the criteria outlined in the Collection Development Policy.

Materials are withdrawn from the collections in order to maintain collections which are consistent with the Collection Development Policy.

Statement of Principles

Our collections are diverse.  There is something for everyone.

Our collections are balanced.  Subjects, authors, categories, formats are proportionately represented.

Decisions about how our collections are built or maintained reflect a significant component of staff professional judgement.

Publications in the English language from throughout the world, including many published in Canada, are included. French language collections are developed and maintained to reflect the needs of the community.

We collect materials in many formats including online substituting for or in addition to print with the aim to match the needs of the community.

Our collection reflects our community’s interests.  We consider carefully each and every patron request.

Our collection must fit optimally within the spaces allowed for it.

Our collection is in good condition.

Our collections contain work of literary or artistic merit.

We seldom purchase more than 4 titles in a series because to do so would limit opportunities for adding variety to our collection.  Demand for the titles not purchased is satisfied by the Interlibrary Loan service.

We add donated materials to our collection when they meet the criteria established in this Collection Development Policy.

We interfile paperbound and hardbound formats except for certain mass market paperbound categories.

We aim to achieve a balance between paperbound and hardbound formats that is enjoyed by our readers.

We collect the major national, foreign and international prizewinners in all formats.

Adult Book Collections

Adult Reference

The collection is up to date, authoritative and comprised of titles that are indexed or organized for easy reference. 

Prominent, standard reference titles are provided in hard copy first and then online if the title in online format provides enhanced capability.  However, many reference resources are not available in print but only online.

Legal materials are included as part of the reference collection.

This collection is intended for use within the Library.

Adult Non-Fiction

Our collection is made up of the best titles on the widest variety of subjects.

Our collection provides material representing a balance of opinion on controversial subjects.

We determine which the best titles on any subject are by using lists of prize-winners and runners-up, authoritative reviews, standard lists and our own professional judgement.

We determine the number of books that we retain on any single subject based upon our experience with the popularity of that subject and with the aim of achieving a balanced collection.

We generally purchase 2 copies of titles relating to Powell River or Sunshine Coast regional history, sciences and culture.  One copy becomes part of the non-circulating Local Collection and one copy circulates with the rest of the non-fiction.

Many books quickly become outdated, e.g., those used to prepare for examinations like to GMAT or LSAT.  We will purchase such titles annually or if necessary, every second year.

Adult Fiction

Our collection is widely varied in order to appeal to a broad range of reading tastes.

Our collection is in the English language.

Our core collection contains prizewinners, nominees and well-reviewed titles.

Science Fiction and Fantasy

The core collection is comprised of major prize-winners, nominees and well-reviewed titles.

Mass market and trade paperbound titles are interfiled with hardbound in this separately maintained collection.

Westerns

We recognize that this is a genre that is losing readership as it has lost popularity due to cultural preferences. 

The core of this collection is made from major prize winners and runners up and well-reviewed titles.

Mysteries

The core of this collection is made from major prize winners and runners up and well-reviewed titles. 

Mass Market Paperbound Fiction

These include best-selling mysteries, romance, suspense and other pulp fiction.

Mass Market Paperbound Fiction is maintained in a separate section.

This is a collection of very current titles.

Local History and Culture

This collection includes fiction, non-fiction, print and audio/visual media titles about Sunshine Coast, Vancouver Island and BC subjects with a special focus on the Powell River area.  In addition, it includes works by local area authors.

This collection is intended for use in the Library.

Whenever possible new items specifically published about Powell River and the Upper Sunshine Coast or that are written by local area authors will have a second copy purchased for the circulating collection.

This collection is maintained in a secure area of the Library in order to prevent loss.

Adult French Language

This print collection contains both fiction and non-fiction.

The core collection comprises prizewinners, nominees and well-reviewed titles.

Adult Periodicals

Magazines

Our collection contains very recent issues only of each title.

Due to space limitations our collection is not intended to be for research purposes.  To the extent that we provide that service it is performed through online research databases.

Our magazine selection broadly reflects the subject/genres of our book collections.

We maintain a clear retention schedule that guides our decisions about how long to keep back issues of magazines.

Newspapers

We subscribe to newspapers with international, national, regional and local coverage.

We are a distribution point for free local newspapers.

Our subscriptions are to English language newspapers. We will subscribe to a French language newspaper if prompt delivery is possible.

Our newspaper collection is not intended for historical research but for current information only.

We work with other community organizations to insure that there are archival copies of local newspapers available for historical research in Powell River.

Adult Audio/Visual Media

Adult DVDs/VHS Tapes

We want a collection that has a distinctive flavour in Powell River. Duplicating the offerings of local video outlets is not the goal.

The core collection contains prizewinners, nominees and well reviewed titles from the following categories:the top 100 of the following categories:

• Foreign language documentary
• Foreign language feature
• Classic
• Independent documentary
• Independent feature
• Canadian documentary
• Canadian feature
• Other English language documentary
• Other English language feature
• Instructional
• TV Series

 

We consider all requests from patrons seriously and add items to the collection when they are consistent with this policy.

New materials are purchased in DVD format only.

The VHS collection is being removed on the following schedule which may be accelerated if use statistics warrant.  Some items will be replaced by DVD format consistent with our collection development policy.  

2009	33%
2010	33%
2011	50%
2012	Remainder

Music

This policy recognizes the special place of music in Powell River.

All new selections for our music collection are in CD format.

Our core collection contains prizewinners, nominees and well-reviewed CDs.

In the course of our selections for this collection, Library staff may seek the advice of local music organizations or with respect to music categories preferred by particular demographic groups.

Audio Books (Adult)

We currently purchase audio books only in CD format.

A portion of our audio book collection is produced by the Canadian National Institute for the Blind (CNIB).

We apply the same standards for purchasing audio books as for the paper collections.

A part of the core of this collection is winners and runners up for The Audies, an audio book award as well as various ALA prizes/lists.

Our collection of remaining cassette audio books will be dismantled by the end of 2010.

Adult Easy Reading

This English language collection provides reading material for adults who are working to increase their reading skills.  It contains short fiction and non-fiction books with subject matter that appeals to adult learners.  It includes some teaching guides for use by literacy tutors, but without workbooks or worksheets.  This collection is current and attractive to make it appealing to developing readers.

Graphic Fiction and Non-Fiction

This collection is an adult collection but has a loyal following among teens as well.  Because of this characteristic it is located adjacent to the teen collection.

The core is comprised of award winners and runners up and well-reviewed titles. 

Online Reference Databases

When funds permit, we purchase licenses to use online reference databases when they have most of the following characteristics:

• Good value for money
• Easy to use
• Can be used through a link on our website
• Meet the information needs of a significant number of patrons
• Can provide information or value-added features that are otherwise unavailable from other sources of similar information

Teen Collections

Teen Fiction

This English language collection is intended to fulfill the interests and reading capabilities of readers from 11 to 19 years old.

This collection is composed of prize winners and runners-up, critically reviewed, popular, and classic titles.

Teen Non-Fiction

The core is comprised of award winners and runners up and well-reviewed titles.

Due to space constraints, we collect only the most acclaimed works on subjects most important to teens.

Teen Graphic Fiction

This English language collection is intended to fulfill the interests and reading capabilities of readers between 11 and 19 years old.

This collection is composed of prizewinners and runners-up, critically reviewed, popular, and classic titles.

Teen Audio Books

This English language collection is intended to fulfill the interests and reading capabilities of readers between 11 and 19 years old.

This collection is composed of prizewinners and runners-up, critically reviewed, popular, and classic titles.

Teen Magazines

This English language collection is intended to fulfill the interests and reading capabilities of readers between 11 and 19 years old.

 The 12 most current issues of each magazine are retained.

Juvenile Collections

The Library maintains several categories of juvenile materials intended to meet the interests of children as they mature and develop their skills as readers.  This is to facilitate ease of access rather than to limit any child’s reading choices.  Those choices are the child’s with guidance from a parent or guardian who is responsible for that child.

We recognize that parents and children have varying tastes and sensibilities.  To accommodate this, we provide a broad spectrum of children’s materials in our collections consistent with the Canadian Library Association Intellectual Freedom Statement.  Some of our selections might be different from what some parents might want their children to read.  Parents and guardians are responsible to work with their children to help them make reading choices that make sense for them.  If parents make rules to govern their children’s choices of reading material then it is up to these parents to enforce their rules.

The Library supports the academic needs of children. When it is consistent with our Collection Development Policy, we select materials that are useful in completing school assignments.  Although we acknowledge that some School Districts classify materials in their libraries according using reading level systems, we limit our classification of children’s materials to broad segments or Dewey classification.

The Library recognizes the appeal and benefit of books in series in building confidence among developing readers. Titles in series are collected but only when we can still maintain the balance and diversity of the collection as a whole.

As for all our collections, diversity and balance are hallmarks of our juvenile collection development.

Juvenile Non-Fiction

This English language collection is intended to fulfill the interests and reading capabilities of children up to 11 years old.

This collection offers materials across a full range of subjects.

Textbooks are not included in this collection.

Materials in this collection provide information that is up-to-date.

This collection is composed of prize winners and runners-up, critically reviewed and popular titles.

Juvenile Fiction

This English language collection is intended to fulfill the interests and reading capabilities of children up to 11 years old.  

This collection is composed of prizewinners, runners up, critically reviewed, popular and classic titles.

Picture Books

This English language collection is intended to fulfill the interests of children up to 7 years old.

Items in this collection have copious illustrations and limited text, but may use a sophisticated vocabulary, and may be challenging to read.

Materials selected must be sturdy enough to endure repeated use by young children. Therefore, books featuring delicate pop-ups or easily lost pieces are not purchased.

This collection contains prize winners and runners-up, critically reviewed, popular, and classic titles.

Board Books

The Library recognizes that Board Books are critical in supporting print motivation and language development in infants and toddlers.

This English language collection is intended to fulfill the interests of children up to the age of 5 years.

Items in this collection are selected for their sturdy, child-safe format.

Items in this collection have limited text, but may present a sophisticated vocabulary, and are not necessarily easy to read.

This collection is composed of critically reviewed, popular, and classic titles.

Easy Readers

This English language collection is intended to fulfill the interests and reading capabilities of beginning readers.

Items have limited text and simple vocabulary.

This collection has a fiction and a non-fiction section.

Juvenile DVDs

This collection is intended to fulfill the interests of children up to the age of 10 years.

This collection includes both fiction and non-fiction titles

This collection is composed of prizewinning, critically reviewed, popular, and classic titles.

JuvenileVHS Videos

This collection is intended to fulfill the interests of children up to 10 years old.

The VHS collections are being phased out; video materials are now purchased in DVD format.  This collection will be eliminated by the end of 2011.

Juvenile CD Audio Books

This English language collection is intended to fulfill the interests of children up to the age of 10 years.

This collection is composed of prize winners and runners-up, critically reviewed, popular, and classic titles.

Juvenile Magazines

This English language collection is intended to fulfill the interests of children up to the age of 10 years.

The 12 most current issues of each magazine are retained.

Juvenile French Fiction

This French language collection is intended to fulfill the interests and reading capabilities of children up to 10 or 11 years old.

This collection is composed of prize winners and runners-up, critically reviewed, popular, and classic titles.

Juvenile French Non-Fiction

This French language collection is intended to fulfill the interests and reading capabilities of children up to 10  years old.

Due to space and demand limitations, this collection covers only subjects of greatest interest to most readers.

Textbooks are not included in this collection.

Materials in this collection provide information that is up-to-date.

This collection is composed of prize winners and runners-up, critically reviewed and popular titles.

 

APPENDIX

Privacy and Confidentiality Agreement

 

Schedule of Charges

This is a complete schedule of all fees and charges that apply to patrons of the Library.

Item	Charge
Overdue Fines	$0.25/day
Maximum Overdue Fine per Item Adult Materials Children’s Materials Interlibrary Loans	$5.00 $2.00 $10.00
Interlibrary Loan Items Not Picked Up	$2.50
Lost or Damaged Item Administrative Fee	$10.00
Lost or Damaged Item Charge (In Print)	Replacement Price
Lost or Damaged Item Charge (Out of Print) Out of print items are replaced by a new publication.	Hardcover: Adult book Children’s book   $40.00 $30.00 Paperback $15.00 Magazines: $5.00 Video (Home use) $20.00 Video (Public Performance) $75.00 CDs $25.00 Audio $50.00
Black & White Photocopies 8.5 x 11 per side Black & White Photocopies 11x17 per side	$0.20 $0.40
Colour Photocopies 8.5 x 11 per side Colour Photocopies 11x17 per side	$0.60 $1.25
Computer Prints (Black &White per side)	$0.20
Computer Prints (Colour per side)	$0.60
Temporary Resident Library Card (6 months)	$25.00

Canadian Library Association Position Statement on Intellectual Freedom

Approved by Executive Council ~ June 27, 1974; Amended November 17, 1983; and November 18, 1985

Photo Release Form

Photo Release Form

The Powell River Public Library appreciates having photos to use in our publications, presentations and website.  In the past photos have been used for such things as annual reports, newsletters, reports, brochures, and advertisements.

We appreciate your permission to use the photo that includes your image.

 

Name of person in photo (please print) __________________________________

Name of parent or guardian if applicable_________________________________

Phone____________________________Email____________________________

 

Are there any restrictions on how the photo may be used?       Yes          No

If yes, please describe:

_________________________________

Signature (If the release is for a person 18 years or younger a parent or guardian must sign.)

_________________________________

Date

Disclaimer:  In signing this document I am granting the Powell River Public Library permission to use my image without charge in all their publications both print and electronic and store the image in the electronic photo bank available to Powell River Public Library and their designees.

 

Thank You

4411 Michigan Ave.

Powell River, BC   V8A 5E5

www.powellriverlibrary.ca

powellriverlibrary@shaw.ca

BC Interlibrary Loan Code

Interlibrary Loan Code of BC

Public Library Services Branch
Ministry of Community, Aboriginal and Women’s Services
2003

Introduction

Interlibrary loan is defined as a transaction in which library material, or a copy of library material, is made available from one library to another upon request.

The Interlibrary Loan Code for British Columbia Public Libraries exists to:

• provide a policy statement on interlibrary loan service;
• establish administrative guidelines and performance expectations for borrowing and lending libraries.

Policy

Borrowing

1. Interlibrary loan is a basic library service available to all library users.

2. Libraries are expected to make users aware of the availability of materials from other libraries, and publish a statement of its borrowing policies.

3. Library boards' policy on borrowing should specify the number of items that may be requested at one time.

Lending

4. To be full participants in an interlibrary loan network, a library must make its collection available to other institutions.

5. The decision to lend material is always at the discretion of the lending library.

6. Libraries' policy statements on interlibrary lending should stipulate the following:

• materials which are not available for loan;
• loan period for interlibrary loans;
• renewal period and policy;
• whether or not items currently in use may be reserved for interlibrary loan requests;
• charges for lost or damaged items;
• situations where special shipping arrangements or insurance may be required.

Responsibilities of Borrowing Libraries

7. Before placing an interlibrary loan request, the borrowing library considers other means of meeting the user's need. The library may purchase the requested item, suggest the use of substitute material already held, or refer the user to another agency.

8. Some materials are not available for interlibrary loan (see Types of Materials Not Available Through Interlibrary Loan).

9. Borrowing libraries must exhaust their own resources before resorting to interlibrary loan.

10. Libraries must verify the bibliographic details of interlibrary loan requests. Each request should include the following bibliographic information:

a. author;

b. title;

c. publisher;

d. date of publication and edition; e. ISBN (International Standard Book Number) or ISSN (International Standard Serial Number); f. call number, if found in OutLook OnLine.

11. Requests for items available in OutLook OnLine must be submitted using OutLook OnLine’s interlibrary loan module.

12. Requests for items from libraries using interlibrary loan management software other than OutLook OnLine must conform to current standards and adhere to applicable ISO (International Standards Office) compliance as established by the network.

13. Requests must state the maximum amount the library or patron is willing to pay to obtain the item.

14. The borrowing library is responsible for packaging the material appropriately to ensure its return in good condition.

15. If damage or loss occurs, the borrowing library must meet all costs of repair or replacement.

16. The borrowing library must comply with the conditions established by the lending library:

Borrowed materials must be returned on time directly to the lending library. Renewals should be kept to a minimum.

Material on loan is subject to recall by the lending library at any time.

Copying by the borrowing library is permitted, unless specifically forbidden by the lending library, provided that it is in accordance with the Copyright Act and no damage to the original material will result.

When pre-authorized, the lending library may send items by courier, or require insurance on the items being loaned. The borrowing library will accept these charges and return items in the same manner.

17. The borrowing library must ensure that staff are familiar with interlibrary loan policies and procedures.

Responsibilities of Lending Libraries

18. The lending library is required to provide its bibliographic records to OutLook OnLine on annual basis and, if possible, on a transaction basis.

19. The lending library is responsible for registering with Canada Post as an authorized "Library Mail" user.

20. The lending library responds to requests within 3 (three) working days of receipt.

21. When making a loan, the lending library:

• clearly states applicable conditions of loan, including pre-authorization from the borrowing library for any special shipping/insurance charges associated with loan of the item(s);
• encloses a copy of the request with the shipped item(s);
• encloses a pre-printed mailing label with the shipped item(s), indicating that return postage has
• been prepaid (see Library Mail above);
• packages the item(s) securely.

22. The lending library must ensure that staff are familiar with interlibrary loan policies and procedures.

23. The lending library provides statistics to the Public Library Services Branch in the format required.

Responsibilities of the Public Library Services Branch

24. The Public Library Services Branch defrays the OutLook Online licensing costs of software and data processing costs for public libraries.

25. The Public Library Services Branch defrays the maintenance of the union database, OutLook OnLine including the cost of individual public library licenses.

26. When an item is not found in the OutLook OnLine catalogue, the Public Library Service Branch searches for other locations.

27. The Public Library Services Branch provides training in interlibrary loan network systems and procedures for the staff of public libraries.

28. The Public Library Services Branch collects statistical data on interlibrary lending activities and network performance.

29. The Public Library Services Branch investigates new developments in interlibrary loan systems and implements new technologies when feasible.

30. The Public Library Services Branch updates the Interlibrary Loan Code for British Columbia Public Libraries and other manuals and resources, as needed.

Types of Materials Not Available Through Interlibrary Loan

31. Libraries may lend any item from their collections but the following types of material are not usually available through interlibrary loan:

a. Reference works: Reference books that are non-circulating are not likely to be available through interlibrary loan. However, photocopies of specified small portions of reference books, as permissible under the Copyright Act, may be requested. (See Appendix A for examples of typical reference works).

b. Genealogical materials: Although genealogical source materials are not generally available through interlibrary loan, microfilm copies may be available. Requests should indicate specifically if microfilm is acceptable.

c. Periodicals and serials: Complete issues and bound volumes of periodicals are generally not available. Photocopies of articles or specified portions of periodical materials are usually provided for the cost of photocopying.

d. Best-sellers or high-demand titles: Titles in this category should be considered for purchase by the requesting library.

e. Recently published books: Because of high local demand, books published within the last twelve months are not normally available.

f. Mass-market paperbacks and in-print material priced under $15:Libraries are encouraged to buy mass-market paperbacks and materials priced at under $15 for their collections.

g. Audiovisual materials [phonograph records, audio and video tapes, compact disks], computer software and games: Except for talking books, audiovisual materials are not usually available on interlibrary loan. Some libraries will allow materials in these formats to be borrowed under certain circumstances and with special shipping/insurance arrangements.

h. Multi-volume sets: Books published in sets of more than three volumes may not be available through interlibrary loan, or may be available only a few volumes at a time. Requests for photocopies of the table of contents, the index, specific pages, or particular information from a multi-volume set can be submitted, provided that the request for this material is specific.

i. Theses and dissertations: Dissertations listed in Dissertation Abstracts are not normally available through interlibrary loan. These should be requested from the issuing university or from University Microfilms International.

j. Prescribed texts for school, college, or university courses

k. Rare books

l. Ephemeral materials

Appendix A: Typical Reference Works

The following is a list of items, which are typically considered reference works and are not normally available for interlibrary loan. Libraries may request that specific small portions of a reference text be photocopied.

• Almanacs
• Atlases
• Bibliographies
• Dictionaries
• Directories
• Encyclopaedias
• Government publications
• Manuals (e.g., repair manuals, computer program manuals, equipment manuals, etc.)
• Manuscripts
• Maps
• Price guides for collecting and memorabilia
• Yearbooks

NOTE: Periodicals and newspapers, while not considered reference works, are often non-circulating and not usually available through interlibrary loan.