Policies set rules for how the library will conduct business and bylaws set rules for patrons using the library. To ensure the library meets changing community needs, the library board regularly review and update its policies and bylaws.
1.0 Philosophical Statement
The public library is an example of democracy at work; the record of humanity’s thoughts and ideas and the expression of their creative imagination are made freely available to all. Thus, the public library must be accessible and its doors open for equal use by all members of the community.
“Act” means the Libraries Act, L-11, and Regulations as amended.
“Board” means the Town of Strathmore Library Board duly constituted and appointed in accordance with federal, provincial, and municipal legislation.
“Library” means the Strathmore Municipal Library, also known as the Public Library.
“Town” means the municipal corporation of the Town of Strathmore and the lands within the corporation’s boundaries.
The Strathmore Municipal Library will provide opportunities for life-long learning to the residents and visitors of Strathmore and District.
The Strathmore Municipal Library strives to provide its patrons with:
Strathmore Municipal Library Staff will:
The Library Board is the body appointed by the Town of Strathmore Municipal Council, under advisement or recommendation of the existing Library Board members, responsible for full management and control of the Library. The Board is responsible for the identity, continuity, and the progress of the Library through periods of changing staff and conditions. It represents a community trust going far beyond the immediate concerns of the Library. The Board bears the ultimate responsibility for the fulfillment of the Library’s purpose. It is the owner of the structure set up to fulfill the Library’s goals.
Trustees take their positions as volunteers and no honoraria will be paid.
The Library Board is an autonomous legal entity, deriving its authority as a corporation from the municipal bylaw which established it and the Alberta Libraries Act. The Library Board does not own the physical building that houses the Strathmore Municipal Library but it does own and govern the organization it has put in place to achieve the Library’s goals and objectives.
The Board is responsible for:
2.2.1 Policy Governance
The Board establishes and implements the Library’s purpose through policy governance. Under policy governance the Board:
2.2.2 Program Governance
The Board sets the rate of progress the Library will undertake in reaching its purpose through program governance. Under program governance the Board:
2.2.3 Personnel Governance
The Board also provides continuity for the management and administration of the Library’s affairs through personnel governance. Under personnel governance the Board:
2.2.4 Financial Governance
The Board provides continuity for the management and administration of the organization’s affairs through financial governance. Under financial governance the Board:
2.2.5 Advocacy Governance
The Board defines the Library’s identity within the community through advocacy governance. Under advocacy governance the Board:
Trustees should ensure that each patron has access to the most complete Library service possible compatible with equal service for others. Where limitations in service are unavoidable, any inherent inequality of service should favour those residents least able to obtain alternate service.
Trustees should respect the established structure of the Library by:
The Library Board has been duly constituted under the Alberta Libraries Act and the Town of Strathmore Bylaw #695, and amendments to Bylaw #812, #86-24, and #93-23. (See Appendix A)
When a new Trustee is appointed to the Board, he/she will:
The officers of the Board shall be the Chair, Vice Chair, and Marigold Representative, Finance Chair, Fund-raising Chair, Programming Chair, Policy Chair, Advocacy Chair and Personnel Chair.
The terms of office for all officers shall be 1 year.
All officers may be re-elected to office but not more than 3 consecutive times to the same position. This limitation may be waived with a unanimous vote of the Board.
2.9.1 Chair
2.9.2 Vice Chair
Committee meetings are held as required to complete related duties. The time spent on Board related work will comprise three to four hours per month, depending on committee activities.
2.10.1 Finance Committee
2.10.2 Personnel Committee
2.10.3 Policy Committee
2.10.4 Advocacy Committee
2.10.5 Fund-raising Committee
2.10.6 Program Committee
The Board will hold a minimum of nine meetings annually, in accordance with the Alberta Libraries Act. Board members are expected to attend all meetings and to inform the Chair of the reason for any absence. If a member misses three meetings without a reasonable explanation for their absence, she/he may be subject to discipline or dismissal by the Board. Meetings are held in Strathmore at the Library.
Board meeting are held monthly but are not usually held during the months of July, August and December. Special meetings of the Board may be called at any time by the Chair or by at least 2 Board Trustees.
Any four Trustees of the Board shall constitute a quorum for any meeting of the Board whether regular or special.
As outlined in the Board Trustee description (see Section 5.), Board members are encouraged to attend workshops for Board members, sponsored by the Marigold Library System and/or the Alberta Library Trustees’ Association, and encouraged to attend, when appointed, the annual conference of the Alberta Library Trustees’ Association or the Canadian Library Trustees’ Association.
Policies are a set of coherent decisions with a long-term purpose. They must be continually reviewed and updated as required by law or due to changes in the nature of the purpose or the environment in which the policies apply.
3.0.2 Procedures
Under the authority of the Libraries Act of Alberta, the Library Board assumes the duty for developing policies related to the framework, governance, and operational management of the Library. The Board affirms it will seek input and direction on board policies from, but not limited to, the Alberta Library Trustees Association and the Canadian Library Association.
The Board shall adhere to the Libraries Act and Regulations (see Appendix B) and shall monitor changes to the Act and Regulations to ensure the Library policies are consistent with any such changes.
All Employees and Trustees must be aware at all times of the requirement and importance of keeping in confidence all matters of a personal nature concerning library patrons and their transactions with the Library in accordance with the Libraries Act. This includes not revealing details of borrowing transactions of a patron to any other person or agency, as well as details of complaints, delinquent accounts, etc.
Any information identifying library patrons shall be by coded number and all actual names shall be considered as confidential information.
Patron records showing library resources used or requests for information and/or library resources may be accessed by a law enforcement agency only upon the production of a court order.
Access to patron records is provided to library staff as required in order for them to carry out the business of the Library. In accordance with the Libraries Act, patron records may be shared with other libraries within Alberta for the purpose of collecting fines and retrieving borrowed materials.
Upon request, a library patron will be given access to all information concerning their records that the Library has on file. Access to a patron’s information is limited to that patron.
Where not explicitly covered by this policy, access to patron records will be in accordance with the Libraries Act.
All employees and trustees must be aware at all times of the requirement and importance of keeping in confidence all matters of a personal nature concerning library trustees, employees, and volunteers in accordance with the Libraries Act. This includes not revealing any personal details unless ordered to do so by law.
Trustees, the Director of Library Services, the Town of Strathmore or an approved service may access only the personal information contained in personnel records (for example, phone number) as required in order for them to carry out the business of the Library or in an emergency (for example, emergency contact or medical instructions).
All library employees and trustees must be aware at all times of the requirement and importance of keeping in confidence all matters of a confidential nature concerning Library business.
3.5.1 Patron Records
Patron records may contain the following information:
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Program lists may contain the following information and are kept only for programs where it is necessary to contact the participants:
No specific individual personal information is asked for or kept on library surveys.
Volunteer schedules contain names and phone numbers of volunteers.
Personnel records may contain the following information:
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Board Trustee records may contain the following:
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3.6.1 Statement of Intent
The Strathmore Municipal Library keeps orderly and timely records of the business of the Library. This policy ensures that procedures are followed that comply with federal rules and regulations, provincial legislation and with the needs of the Library.
3.6.2 Conditions
The income Tax Act of Canada and the Province of Alberta Freedom of Information and Protection of Privacy Act (FOIP) are used as authority for the retention of records.
The Strathmore Municipal Library retains and disposes of records as outlined in Schedule A.
Records, as set out in Schedule A, are:
De stroyed - the records shall be destroyed without any copy being retained.
P ermanent - the original records shall be preserved and never destroyed.
Re placed - annual forms replaced with new forms.
Permanent records are held as:
H ardcopy - the original document retained.
E lectronic - original document maintained on line with no hard copy or original maintained online as a template.
The Library Board gives authority for destruction of records, in accordance with Schedule A, to the Director of Library Services.
The Director of Library Services is responsible for the proper and complete destruction of the records disposed of under this policy.
Permanent records are stored at the Library.
Board members must turn over to the Board any records they many have relating to board business at the end of their term.
Staff members must turn over to the Board any records they may have relating to library business at the end of their employment.
This policy is administered by the Library Board and implemented by the Director of Library Services.
Any hardcopy records slated for disposal shall be shredded or incinerated by the Director of Library Services or an authorized person. All electronic records, including processor memories, shall be properly erased prior to disposal or recycling by the Director of Library Services or an authorized person.
Schedule A: list by subject, description, years, action
SUBJECT |
DESCRIPTION |
YEARS |
ACTION |
Accounts |
Receivable paid invoices |
7 |
De |
Administration |
Reports (not part of minutes) |
7 |
De |
Agendas |
Agendas – part of minutes |
P |
H & E |
Agreement |
Copies, after superseded |
P |
H |
|
Signature page |
P |
H |
Alberta Municipal Affairs |
Public library statistics (annual) |
5 |
De |
Annual Reports |
Library board |
P |
H |
Architect Drawings |
Building |
P |
H |
Assets |
Permanent files |
P |
H |
|
Records of surplus |
7 |
De |
|
Temporary files |
7 |
De |
Audit |
Final |
P |
H |
Bank |
Deposit books |
7 |
De |
|
Memos (debit & credit) |
7 |
De |
|
Reconciliations |
3 |
De |
|
Statements |
7 |
De |
Board |
Minutes |
P |
H & E |
Briefs/Reports |
To government |
7 |
De |
Budgets |
Final |
P |
H |
Building |
Design estimates |
3 |
De |
|
Files |
15 |
De |
|
Inspection records |
P |
H |
Bylaws |
All |
P |
H |
Cash |
Receipt journals |
7 |
De |
Cheques |
Paid (cancelled) |
7 |
De |
|
Register |
7 |
De |
|
Stubs |
7 |
De |
Committee |
Minutes |
P |
H |
Contracts |
|
P |
H |
Correspondence |
General |
7 |
De |
|
Historical |
P |
H |
Court Cases |
|
P |
H |
Deeds |
|
P |
H |
Donation Receipts |
Receipts for charitable donations |
7 |
De |
Employee benefits |
WCB claims |
P |
H |
|
Other claims |
P |
H |
Employees |
Job applications & resumes (hired) |
P |
H |
|
Job applications & resumes (not hired) |
1 |
De |
|
Job descriptions |
5 |
De |
|
Temporary (term) employees after term of employment |
2 |
De |
|
Personnel file |
P |
H |
Files |
See subject matter |
- |
- |
|
|
|
|
SUBJECT |
DESCRIPTION |
YEARS |
ACTION |
Financial statement |
See audit |
- |
- |
Grant Applications |
General |
7 |
De |
Income Tax |
Deductions |
7 |
De |
|
TD1 Forms |
2 |
Re |
|
T4 slips/summaries |
P |
H |
Insurance |
Claims |
P |
H |
|
Records (after expiration) |
7 |
De |
Inventory |
Records (after superseded) year end |
7 |
De |
Journals |
General |
P |
H |
Leases |
After expiration |
7 |
De |
Legal |
Opinions |
P |
H |
|
Proceedings |
P |
H |
Legislation |
Acts (after superseded) |
1 |
De |
Library Stats |
Anniversary years |
P |
H |
Licenses |
Business (after expired) |
5 |
De |
Maintenance Reports |
|
7 |
De |
Media Releases |
|
P |
H |
Minutes |
Board |
P |
H |
|
Committee |
P |
H |
Newspaper clippings |
|
P |
H |
Personnel files |
|
P |
H |
Photos |
General |
P |
H |
Policy |
After superseded Beginning 1993 |
10 |
De |
Project applications |
|
7 |
De |
Publications |
|
7 |
De |
Purchase orders |
Paid |
2 |
De |
Receipts |
Books |
7 |
De |
Requisitions |
Paid |
7 |
De |
Special events files |
Non historic |
7 |
De |
Summer Reading Program |
Files |
7 |
De |
Supplies |
Invoices |
P |
H |
Termination |
Employees |
P |
H |
Tenders |
Files |
7 |
De |
Training and Development Reports |
|
P |
H |
Trial balances |
Year end |
7 |
De |
Utilities |
Location of |
P |
H |
Workshops |
Training and development |
5 |
De |
The Library staff shall provide information services and programs for Library users, both members and non-members, during the open hours of the Library.
The Plan of Service (see Appendix C) shall consider:
4.2.1 Selection, Acquisition, and Disposition of Library Resources
4.2.1(a) Selection and Acquisition
The Director of Library Services is responsible for the selection of materials. The Director of Library Services encourages and actively solicits input/feedback from patrons, volunteers, employees, and Board members. Considerations for material selection may be based on, but not limited to, the following:
The Director of Library Services will ensure, where possible, materials present a varied point of view, even if these materials may be regarded by some as controversial.
4.2.1(b) Disposition
The Director of Library Services is responsible for ensuring the Library collection is current, in good condition, and appropriate. Materials which do not meet these requirements, have not been used for an extended period of time or are duplicates, may be removed from the collection. Materials may be disposed via a Library book sale or give-away, donated, or recycled. Every effort should be made to repurpose materials.
4.2.2 Gifts and Donations
The Director of Library Services has the authority to accept books and other materials on the condition that on the condition that these donations become the sole possession of the Library. The Library will not accept any materials that are not outright gifts.
4.2.2(a) Donations of Money
4.2.2(b) Donations of furnishings, equipment, art, etc.
4.2.2(c) Donations of Books
The Library Board welcomes donations of books and materials to the collection. Such materials are accepted in accordance with the following guidelines:
The Library shall not accept books which, ultimately, are unlikely to be disposed via a sale, or other means, (e.g. textbooks, encyclopedia sets, condensed Reader’s Digest novels, etc.). Books without covers will not be accepted.
The Library Director reserves the right to sell, donate, share with another library, or recycle, any donated materials which are not ultimately added to the Library collection.
The choice of library materials by a library user is an individual matter. While a person may reject materials for oneself, he or she may not restrict access to those materials by other library users. The Library recognizes that certain materials are controversial and that any given item may offend some Library users; however, the Library stands by the principles of the Canadian Library Association’s Position Statement of Intellectual Freedom (see Policy Section 7.5.1).
In this regard, there have been instances where the choice of material by a minor, was deemed inappropriate by a parent or legal guardian. The Library Board, in standing with the Canadian Library Association’s Position Statement of Intellectual Freedom, recognizes the choice of the individual and assumes the responsibility of overseeing a child’s reading rests with their parents or legal guardians.
If a parent or legal guardian wishes to complain about any material accessed by a child, or individual under their care, the procedure is as follows:
The Strathmore Library participates in the provincial interlibrary loan network by virtue of its membership in the Marigold Library System, Alberta Library Card (TAL), and the Me Libraries System and abides by the rules and procedures as outlined by each.
The Board is committed to resource sharing as part of its service to its patrons. Therefore, every attempt will be made to make materials accessible to all patrons who are participants in the aforementioned programs.
The Library Board provides access to the internet in support of users’ pursuit of personal and intellectual enrichment. The Library Board is not responsible for information on the Internet and only assumes responsibility for content on the Strathmore Library web site (http://www.strathmorelibrary.ca/ ).
This policy also applies to users of the Library’s wireless network. Wireless access is not filtered and cannot be guaranteed secure. It is the user’s responsibility to ensure that appropriate precautions are undertaken to ensure security of all confidential information.
The Library’s internet users are subject to federal, provincial, and municipal legislation related to internet use, including the provisions of the Criminal Code regarding obscenity, child pornography, sedition, and incitement of hatred. The use of the Library’s Internet services for illegal purposes is strictly prohibited and may result in prosecution.
The Library cannot monitor, control, or protect users from material which is inaccurate, incomplete, misleading, not age appropriate, controversial, or offensive. Users assume any, and all risks, associated with accessing information on the Internet via the Strathmore Library internet service. As a good information consumer, user should question the accuracy, authority, validity, and relevance of any information found.
The Library makes no warranties with respect to internet service or information found using the internet and, specifically, it assumes no responsibility for:
Parents and guardians are wholly responsible for their children’s, or persons under care, use of the internet in the Library, or via the Library wireless network. For unaccompanied children, the Library operates under the understanding that assumes parents are aware of their children’s whereabouts and unfiltered internet access is available to all.
The Library Board prohibits use of its workstations (and wireless network) for illegal purposes including, but not limited to:
The Library Board also prohibits:
Failure to observe and comply with this policy can result in the loss of internet privileges, Library privileges, and in some instances, criminal prosecution. Library staff reserve the right to access any computer terminal internet browser history or via screen shots via CybRemote) to document any contraventions of this policy.
The following shall also apply:
Internet and wireless access shall be free to any/all walk-in users of the Library. A Library borrower’s card is not required.
Through the Public Library Photocopying Licence, Access Copyright gives librarians and their patrons a flexible way to photocopy portions of copyright protected published works, including newspapers, magazines and books, while ensuring copyright owners are fairly compensated for this use. Under this licence, Library patrons may make copies on a self-serve basis. This license also covers copying done by Library staff for internal and administrative use, as well as for patrons who require assistance. However, there are limits to how much of a copyright protected published work may be copied under the Public Library Photocopying Licence.
Photocopies are permitted of up to 10% of a copyright protected published work or the following, whichever is greater:
This Public Library Photocopying License does NOT allow copies of:
The Library shall endeavor to provide materials in a form appropriate to the patron, from applicable sources in the community to meet the patron’s needs. Sources may include government or community agencies.
A Borrower’s Card can be a Strathmore Municipal Library card, TRAC/TAL card, Marigold Library Card, or other public library card registered with ME Libraries. A Borrower’s Card fee is assessed based on whether the patron is a resident of a town/municipality which is a member of Marigold Library System. Patrons are assessed a non-resident membership fee if they are residents of a town/municipality that could be, but is not currently a member of, or in the event the town/municipality opts out of, the Marigold Library System.
Although Library resources may be used by any person within the Library building during regular open hours, Library resources may only be borrowed by patrons with a current Borrower’s Card.
The Strathmore Municipal Library is dedicated to providing access and service to all residents of the Town of Strathmore and surrounding area.
4.2.11(a) Building
4.2.11 (b) Assistive Workstation
The Library will support the use of videoconferencing technology by patrons in accordance with Marigold directives and policies.
In order to protect public property and the comfort of users, the Library reserves the right to restrict use of certain areas and to impose rules concerning the use of the facility.
The Library, in no way assumes responsibility for any child, under the age of 18 left unattended in the Library.
In case of an emergency, consent to perform first aid is assumed for any children left unattended.
Parents, or guardians of children, attending preschool Library programs must remain in the Library. Children under the age of 8 may not be left unattended in the Library at any time, unless specified otherwise. If a child under 8 years of age, is unattended in the Library without a parent or responsible caregiver, the Library reserves the right to contact the appropriate authorities, which may include, officers of the law, child protective services, or other responsible parties, which the Library may deem appropriate.
If children 12 years or under are left at the Library at closing time, the staff member in charge will call the appropriate authorities, which may include, officers of the law, child protective services, or other responsible parties.
The Library has a responsibility for the protection of public and staff safety, as well as public property. In order to facilitate the protection of people and property, the Library operates with the expectation that everyone who uses the Strathmore Municipal Library is expected to behave in a manner which supports this aim.
The Strathmore Municipal Library strives to provide its patrons with:
This Code of Conduct is therefore set in place to help achieve these goals and to allow the staff to respond consistently and fairly to all patrons.
Patrons who violate the Library Code of Conduct will be informed by the staff and may be subject to the following:
Repeat violators, at the discretion of the Director of Library Services, will have their membership revoked.
The Strathmore Municipal Library Board will ensure the provision of necessary qualified staff for Library operations. The Personnel Policy establishes an equitable and consistent procedure for staff. The Board shall define the roles, responsibilities and functions of the Director of Library Services and is responsible to hire the Director of Library Services.
The Board and Director of Library Services shall define roles, responsibilities and functions of Employees and Volunteers.
The authority for these policies is documented in the Alberta Libraries Act, Chapter L-11, Amended 2006, Section 7.
“Employee” means an individual hired by the Board or Director of Library Services to provide library services to the community.
“Employer” means the Board.
“Permanent Full Time Employee” means an Employee who works 30 hours or more per week.
“Permanent Part Time Employee” means an Employee who works fewer than 40 hours per week.
“Volunteer” means a person who is not paid.
“Director” means Director of Library Services.
“Assistant Director” means Assistant Director of Library Services.
Employees of the Strathmore Municipal Library are employees of the Board and must operate within the guidance, programs, policies, and procedures of the Board.
5.2.1 Conditions
The policy is applicable to all positions.
The job description of the available position must be approved by the Board before the recruitment process begins.
When hiring the position of Director and Assistant Director, the Board shall create a hiring panel to review applicants and select an appropriate candidate.
The and Director will be involved in the short list and interview process for all other staff being hired. The level of board involvement will be determined through discussions with the Director before the process begins.
5.2.2. Procedures
All positions will be advertised in-house simultaneously with external advertisements as necessary.
All applications must be submitted in writing with a resume. Applications will be short-listed to no more than four or five names.
The positions of Director and Assistant Director shall be approved by the Board prior to the position being declared filled. Hiring of all Employees and Volunteer positions, other than those as listed above which are required to be approved by the Board, are the sole responsibility of the Director. The successful applicant is phoned and a letter offering the position is sent. The successful applicant must accept in writing for the Personnel File (“Personnel File”). Reasons for the Board’s decision shall be made available on request.
All unsuccessful short-listed applicants are notified by telephone within one week of the position being filled, i.e. letter of acceptance on file.
When the Director’s position is filled, a notice will be sent to Marigold Library System.
Offers of Employment are subject to review of Police Information check, including a Vulnerable Sector check.
5.2.3 Salaries
The monetary compensation schedule will be reviewed and approved by the Board. Monetary compensation will be based on education, merit and experience.
Deductions for Canada Pension, Employment Insurance and Worker’s Compensation will be made as required by law.
Permanent employees working an average of 30 or more hours per week with at least one year of service are eligible to participate in the pension plan and are required to enroll. Those eligible employees will be registered and maintained on the plan as required by law and the pension plan rules. Non-continuous (temporary) employees and employees working an average of fewer than 30 hours per week will not be eligible to participate in the pension plan. New employees will be subject to a one year waiting period before enrolling in the plan. Pensionable earnings for all employees include only regular pay. Employees must work 2,080 hours per year in order to earn one year of pensionable service.
Moving or relocation expenses are not covered by the Board.
5.2.4 Absences, Vacation and Leave Entitlement
Vacation entitlement will be calculated annually on May 1st of each year. Vacations shall be taken within the year following the year in which they are earned or will be forfeited. Any requests for accumulation must be approved by the Board prior to any commitment being made to the Employee requesting same.
Requests for vacation shall be submitted to the Director via an appropriate method as determined by the Director. Vacation for a given year must be taken by April 30 of the following year.
If a general holiday falls during an Employee’s vacation, the Employee is entitled to an extra day to be taken at the end of the vacation period or at a mutually agreed time if the Employee is entitled to the general holiday.
Employee vacations will be arranged so there is always a minimum of two Employees working during hours of operation, not including the Director.
If an Employee is terminated before taking vacation leave, vacation pay shall be paid out in full.
Length of Service
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Payout
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5.2.4 (b) General Holidays
Strathmore Municipal Library recognizes the following as general holidays:
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The Library will be closed on the days listed above and staff will be paid for these days in accordance with Alberta Employment Standards.
5.2.4 (c) Sick Leave
Permanent salaried Employees are entitled to sick pay for absence due to illness or medical appointments (self, spouse, children, or parents) after three months employment.
Sick leave for permanent salaried Employees shall be earned at a rate of one (1) day per month. The maximum accumulation is twelve (12) days per calendar year. Part time Employees will be entitled to 3 days of sick pay per year.
The Employee is required to provide proof of illness after five consecutive days of illness. Such proof shall take the form of a medical certificate. A medical certificate will not be required in the event of a pandemic as outlined in 9.8 Pandemic.
In the event of a pandemic, the Director of Library Services has the option to increase the amount of paid sick leave, as outlined in the Pandemic policy.
Sick leave may be accumulated while employed, but when an Employee terminates employment with the Library, all unused accumulated sick leave is cancelled, without payout, on the last day of employment.
5.2.4(d) Bereavement Leave
Employees who have worked over 100 hours in the previous month shall be entitled to up to three (3) days bereavement leave with pay for the death of a spouse or immediate family member when the funeral is within 450 kilometers away or up to five (5) days if the funeral is further than 450 kilometers away.
Immediate family will include: parents or parents-in-law, grandparents or grandparents-in-law, children or step-children, grandchildren or step-grandchildren, brother or sisters, brothers-in-law or sisters-in-law, daughters-in-law or sons-in-law, guardian, spouse or common-law spouse.
An Employee may be granted leave with pay, by the Board or Director for the purpose of attending a funeral, where deemed appropriate, to a maximum of one (1) day.
A day’s pay will be equivalent to an average pay for that day of the week based on the previous month.
Exceptions to this policy may be approved by the Board chair on a case by case basis.
5.2.4. (e) Court Appearance
When an Employee is subpoenaed to appear as a witness or served notice to serve as a juror under the Jury Act during regular scheduled working hours, the Board will decide at the time of notice whether the Employee will receive regular working pay.
Employees are not entitled to leave with pay to attend court in a private capacity.
The Employee shall supply proof, in the form of a court summons or otherwise, of being called for jury duty to the Board.
5.2.4. (f) Inclement Weather
In the event that a salaried Employee is unable to get to work because of inclement weather, the Employee must make up the lost time.
In the event that an Employee who is paid hourly is unable to get to work because of inclement weather, said Employee shall not be paid.
If the Library is closed by the Director or Assistant Director because of inclement weather, no work time must be made up by an Employee and shall be paid in accordance to their regular shift.
It is essential to ensure adequate warning and proper documentation of events leading to the decision to terminate are completed and to ensure there is proper compliance with the Employment Standards Code.
An Employee wishing to terminate their employment must give the Employer written notice of their intent to terminate of at least:
5.2.5 Work Hours, Pay Periods, Timesheets
The normal hours of work for Employees shall be determined by the Board and scheduled by the Director.
The Board must approve any changes in the Director’s regular hours of work.
Overtime will be dealt with according to the Employment Standards Code.
5.2.5(b) Pay Periods
Employees, with the exception of the Director and Assistant Director, are paid on an hourly basis for actual hours worked.
Employees shall be paid on a bi-weekly basis.
5.2.5(c) Time Sheets
Employees are expected to accurately record on their time sheets the exact number of hours, to an increment of 15 minutes, daily, that they work.
Unapproved hours recorded on a time sheet, beyond scheduled hours, will not be paid.
Falsifying a time sheet is a serious offence and may result in disciplinary action.
Failure to complete a time sheet may result in that time sheet not being submitted to payroll.
The Director is responsible for approving Employees’ timesheets and for ensuring they are submitted to the Town Payroll Department.
5.2.6 Evaluations
Evaluations will be given to Library staff on an annual basis as follows:
Written evaluations will be given to Employees at the end of their three-month probationary period and annually thereafter for permanent staff.
All records of performance evaluations will be kept in a locked special file under the supervision of the Director.
5.2.7 Grievance and Confidentiality
A staff member with a grievance shall report such grievance to the Director, and the Director in turn may choose to report said grievance to the Board. If the staff members grievance is with the Director, that staff member must attempt to resolve the grievance with the Director first. It is the right of the person with an unresolved grievance to approach the Personnel Chair in writing and have a scheduled hearing.
In the event that the Director wishes to make a grievance presentation to the Board, the grievance must first be presented to the Board Chair who will bring it to the next scheduled Board meeting.
5.2.8 Counseling, Discipline, and Suspensions
The Strathmore Municipal Library adheres to the philosophy of using counseling and progressive discipline with the objective of correcting real or perceived problems in the area of job performance or Employee behaviour. However, depending on the nature and gravity of the offence, steps in the normal disciplinary process may be bypassed or repeated where circumstances warrant.
5.2.8(b) Counseling
When an Employee is experiencing difficulty in meeting work standards or in conforming to Library regulations, the Employee shall be counseled privately and privately by the Director of Library Services.
Counseling of a non-disciplinary nature is intended to determine the nature of a real or perceived problem, such as:
During the counseling stage, the Director must outline, in clear terms the work performance or conduct expected of the Employee, as well as the method of achieving acceptable work standards and the time frame within which those standards are to be met.
Minutes of matters discussed during counseling sessions shall be compiled by the Director in the form of a memo to the Employee and shall remain confidential between the Director and the Employee only.
Disciplinary action is initiated where there is just cause. Prior to effecting discipline, investigation of the grounds is required.
Before initiating any disciplinary action, the Director must consult with the Personnel Committee Chair or the Chair of the Board. The reason for prior contact is to maintain consistency within the Library in matters related to discipline.
The Strathmore Municipal Library recognizes the necessity of objective and impartial disciplinary action, which is based upon the actual merits of the case and individual involved. Therefore, disciplinary action must be assessed individually on the merits of each case and Employee, and all documentation related to a disciplinary action must be complete and accurate.
Where progressive discipline is appropriate, normally there are four steps. The nature and gravity of each incident or set of circumstances determine the choice of steps. The four steps are:
In all cases where disciplinary documents are to be placed on the individual’s Employee file, copies of the disciplinary document are to be provided to the Employee. All disciplinary documents are to remain confidential.
A written warning placed on the individual’s Employee file may be the first corrective action taken depending on the nature and gravity of the offence. A written warning should include:
An Employee may be suspended without pay for the first offence of a serious nature or for continuing infractions where previous corrective discipline has not been effective. First occurrences of offences may justify a brief or lengthy suspension. The following list is not exhaustive, and the offences listed could also be cause for immediate dismissal:
Demotion is not one of the regular steps in progressive discipline; however, certain circumstances may warrant consideration of this response instead of or in conjunction with other disciplinary actions. Demotion may be a reasonable response to, but not limited to:
The terms under which a demotion is imposed must include:
A Suspension Pending Investigation (“SPI”) removes an Employee from their regularly scheduled hours, without pay (subject to outcome). A SPI may be initiated when an Employee is alleged to have committed an employment-related offence of a serious nature, where further data gathering, or fact-finding is required. This suspension is non-disciplinary in nature.
The Personnel Committee Chair or the Board Chair must be consulted either prior to issuing any SPI or as soon as possible thereafter if prior consultation is not possible.
A SPI is justified when the Employee's presence at work could jeopardize the Library's legitimate interests regarding: operational matters (e.g., disregard for safety regulations, insubordination, reporting for work under the influence of an intoxicant), financial matters (e.g., malfeasance), public effectiveness (e.g., falsification of official records or documents), the interests of fellow Employees (e.g., negligence or physical violence against a supervisor or fellow Employee).
Written notification of an Employee’s SPI should be made to the Town of Strathmore’s Pay Services (“Pay Services’). and A copy of the SPI will be added to the Employee’s personnel file.
It is the responsibility of the Director of Library Services to ensure that any investigation of an Employee's alleged misconduct on the job is carried out quickly and objectively.
Depending on the nature of the alleged offence, the RCMP, consulting lawyers or other resources may need to be contacted to assist with the investigation. In such cases, the Director shall get approval to contact outside resources from the Board Chair.
When an Employee has been charged with a criminal offence, not necessarily related to his or her employment, and is absent from work as a result, the return to work of the Employee is normally contingent upon exoneration before the Courts.
5.2.8(d) Record-Keeping of Disciplinary or Counseling material
If the issues causing the counseling or the disciplinary action are resolved to the satisfaction of the Director, after one year, the documentation of the issue may be removed from the Employee’s personnel file and destroyed and not held against the Employee or management in any way.
5.2.8(e) Dismissal
Except for cause, when the Library dismisses an Employee, notice shall be given in accordance with the Alberta Employment Standards Code.
Employees who have committed offences of a culpable nature justifying dismissal for cause, shall be dismissed without notice
Any Employee desiring to appeal dismissal shall do so to the Board of Directors of the Strathmore Municipal Library. This appeal will remain confidential with only the decision of the Board being public.
An Employee who is on an unauthorized absence from work in excess of three consecutive scheduled shifts shall be deemed to have abandoned employment with the Library, and such Employee will be dismissed for cause from employment, and such dismissal shall be recorded as “dismissed for cause.”
The supervisor shall send the Employee a letter (double-registered or via courier) to the Employee’s current, or last known, address. The letter will state that the Employee is considered to have abandoned employment with the Library as of the last day worked, due to the unauthorized absence from work. The letter will also state that the Employee’s termination will be recorded as “dismissed for cause.”
Where an Employee is able to provide documentary evidence that it was impossible to obtain authorization for his / her absence from work, management may reconsider whether the terminated Employee has abandoned his / her job.
If the person who potentially needs counseling, discipline or dismissal is the Director of Library Services, then whatever steps deemed necessary for counseling, discipline or dismissal shall be administered and carried out by the Board Chair and the Personnel Committee Chair.
5.3.1 Cash Control
Money and cheques are received at the front desk and entered into the cash register according to the various departments, such as:
All transactions must be recorded onto the Daily Record form. Each morning, the Director or Assistant Director collects the cash, cheques, and tracking sheet. Envelopes of cash and cheques are kept in a secured location onsite.
Once a week the Director will collect the daily envelopes. A bank deposit is prepared by balancing the Daily Record form with the cash register reading and the totals from the tracking sheets. The bank deposit will reflect the total cash deposit and indicates whether the cash balances with the Daily Record form. Cash deposits will be performed by the Facility Supervisor (5.6.12). In the event the Facility Supervisor position is vacant, or the Facility Supervisor is unavailable, cash deposits will be performed by the Director or Assistant Director.
5.3.2 Job Site Security
Employees are required to carry out a check of the Library building to ensure that the building is secure at the end of each business day. This check shall include all public access areas. Specific areas which must be checked include:
Employees shall activate the security alarm, provided the rental rooms are not in use, and ensure that the front doors are locked and secured when leaving the building.
5.4.1 Harassment
The Strathmore Municipal Library believes in the prevention of violence and harassment and promotes an abuse-free environment in which all people respect one another and work together to achieve common goals. Any act of violence or harassment committed by or against any worker or member of the public is unacceptable conduct and will not be tolerated.
We are committed to:
No action shall be taken against an individual for making a complaint unless the complaint is made maliciously or without reasonable and probable grounds.
No Employee or any other individual affiliated with this organization shall subject any other person to violence or harassment.
Acts of violence and harassment can take the form of physical contact or non-physical behaviors. Abuse in any form is an insidious practice that erodes mutual trust and confidence which are essential to the Strathmore Municipal Library’s operational effectiveness.
5.4.2 Safety
The Library shall ensure a safe environment for workers and patrons as per the most current Alberta Occupational Health and Safety (OH&S) Act, Regulation, and Code. Employees will have access to OH&S safety guidelines through the Provincial Government website.
The Director is responsible for maintaining a current Emergency Plan (“Emergency Plan”) which must be reviewed annually and updated as required. The Emergency Plan will include an emergency evacuation plan and a hazard assessment review.
The Emergency Plan and any associated documentation must be readily accessible to all Library staff.
The Library must have a First Aid Kit on site and it must meet Alberta’s guidelines for what is required, either self-made or purchased. One Employee per shift must be trained in First Aid.
5.4.3 Working Alone
Strathmore Municipal Library organizes work schedules and procedures to remove the occurrence of working alone as much as possible.
An Employee is considered to be working alone if the Employee works alone at a work site in circumstances where assistance is not readily available when needed.
Specific precautions can include, but not be limited to:
The following precautions are suggested for working in an isolated site:
The Strathmore Municipal Library pays for business related expenses incurred by Library Employees while conducting business on behalf of The Strathmore Municipal Library.
The purpose of this policy is to define the business rules and restrictions for Employee travel and expenses. Failure to adhere to this policy may result in delay or refusal to reimburse Employees for out-of-pocket expenses. The Employee may be required to reimburse The Strathmore Municipal Library for inappropriate purchases, damages to The Strathmore Municipal Library reputation, and unnecessary costs.
5.5.1 Out of town business travel – General
The Board and Director shall define roles, responsibilities and functions of Employees and Volunteers.
The Director of Library Services is accountable to the Board and reports to the Chair.
Work hours:
Job summary:
Responsibilities:
Qualifications:
Training and Professional Development:
Under the general direction of the Director of Library Services and in accordance with established policies and procedures, provides administrative support to the Director of Library Services.
Work Hours:
Job Summary:
Responsibilities:
Qualifications:
Training and Professional Development:
Reports to the Director and Assistant Director of Library Services.
Work hours:
Job Summary:
Responsibilities:
Qualifications:
Training and Professional Development:
Reports to the Director and Assistant Director of Library Services
Work hours:
Job Summary:
Responsibilities:
Qualifications:
Training and Professional Development:
Reports to Director and Assistant Director of Library Services, Library Clerk, and Interlibrary Loan Clerk.
Job Summary:
Qualifications:
Reports to the Director and Assistant Director of Library Services.
Hours of Work:
Job Summary:
Responsibilities:
Qualifications:
Membership:
The Board of the Strathmore Municipal Library consists of five to ten members appointed by the Town of Strathmore Council.
Appointment:
The volunteer will be appointed by Town Council to the Library Board. The term of appointment is for one, two or three years.
Area of Authority:
Each Board Member is responsible for considering and deciding upon all matters of organization policy, programs, and expenditures. Members of the Board collectively exercise full authority over all aspects of the organization’s operation.
Board Members are expected to be fully informed on Library matters, to contribute to the debate on issues, to make judgement on matters as they arise and to accept their portion of the collective responsibility for organizational affairs.
Duties and Responsibilities
To attend monthly Board meetings as required by the Libraries Act. Committee meetings are held as required to complete related duties. The time spent on Board related work will comprise three to four hours per month, depending on committee activities. Board meeting are not usually held during the months of July, August and December. Meetings are held at the Strathmore Municipal Library.
To become a working member of one or more of the following committees:
To attend workshops for Board Members sponsored by the Marigold Library System and/or the Alberta Library Trustees’ Association.
To attend, when appointed, the annual conference of the Alberta Library Trustees’ Association.
The collective responsibilities and functions of the Board Members are:
Policy Management
Update Library operational policies and bylaws.
Review and prepare mandatory and optional policies.
Update and revise the Policy Manual.
Program and Service Management
Personnel Management
Facilities Management
Advocacy
Evaluation
Job Summary
Under the direction of the Strathmore Municipal Library Board Chair, the Secretary/Treasurer is responsible for the clerical work and financial records of the Board. This responsibility includes preparing and maintaining all written documentation which records the activities and decisions of the Board.
Internal relationships include regular contact with the Chairman, Library Board Members, and the Director of Library Services.
Responsibilities
Secretary
Treasurer
Under the general direction of the Director of Library Services and in accordance with established policies and procedures, this position is responsible for providing expertise in literacy services for adults. Main areas of responsibility are planning, delivering, and evaluating literacy programs, and developing and maintaining relationships with related organizations. This is a grant funded position.
Job Summary:
Responsibilities:
Grants and funding
Community partnerships
Decision making
Professional development
Qualifications:
Training and Professional Development:
The Library Board is responsible for the financial management of Library operations including the creation and approval of an annual budget and monthly reporting.
The Chair, Treasurer, and Finance Chair shall be the signing Officers of the Board with any two signatures necessary on cheques.
6.1.2 Cheque approval
Cheques made that are equal to or exceed $25,000 (Twenty five thousand) need the approval of the Board prior to signing and sending the cheque. Approval can be granted via email vote by the Board if a unanimous vote is obtained.
The Director of Library Services shall be authorized to spend up to the budgeted amount for materials and services. Spending above the budgeted amount requires prior approval from the Board. Any contract or monetary outlay covering multiple budget years must be approved by the Board.
Gifts of money, real property, and/or stock, will be accepted if conditions attached thereto are acceptable to the Board.
The Library will not accept for deposit, money, real property, and/or stock which are not outright gifts.
The annual budget shall be based on the Plan of Service developed and adopted by the Board.
The annual budget shall consist of an operational and capital budget prepared in accordance with the deadlines as set by the Town of Strathmore.
The Board shall participate in and oversee fund raising events.
The Board shall ensure adequate insurance, building maintenance and replacement, and capital needs are met and/or planned for.
The Board follows generally accepted accounting principles for recording, tracking, and accounting for its capital assets. The Board also follows any related specific policies as approved by the Town of Strathmore.
The Library may receive contributions of capital assets as donations or gifts. The value of these contributions is considered to be its fair market value at the date of contribution.
The following, which is consistent with the guidelines for the Town of Strathmore, shows capitalization thresholds (the cost at which an asset must be capitalized) and the estimated useful life for each asset class:
Asset Class |
Capitalization Threshold |
Estimated Useful Life |
Furniture, fixtures |
$5000 |
10 years |
IT Hardware, software |
$5000 |
3 years |
All investments of the liquid assets made by The Board must be made with minimal/no risk investments. The Board will ensure that a minimum of 25% of the annual budget to a maximum of $200,000 is held in liquid assets and no more than 25% of the Library’s liquid assets may be locked into an investment that exceeds one (1) year.
The Board will ensure an audit is done of the Library’s finances each year. The auditor shall be approved by the Board. The Board Treasurer shall report the results of the audit to the Board. The Director of Library Services and Board Chair must approve the audit report. A signed original copy of the audit report will be sent to Town Council and to Municipal Affairs accompanying the Annual Program Operating Grant application.
The Board shall represent the Library to the entire community and all levels of government.
Trustees shall be available, on a voluntary basis, to speak to business and community organizations upon request.
The Chair shall be authorized to speak to the media on behalf of the Board. The Director of Library Services and Assistant Director are authorized to speak to the media on day to day operations.
The Board shall monitor relevant legislation and interact with elected officials and relevant government and/or industry organizations such as ALTA, CLA, and Marigold.
The Board and all library employees shall develop positive community relations.
The Board shall periodically assess the needs of the community.
The Board shall endeavor within fiscal, legislative, and personnel constraints to respond to the needs of the community.
The Board is committed to presenting a positive, progressive library image to the public. The Board recognizes that the Library must package and promote its services and materials to the public in order to achieve maximum usage.
The Board recognizes that public relations involve every person associated with the Library. The Board urges the Trustees and Employees to realize they represent the Library in every public context.
It is vital that civic leaders be kept informed of the Library’s goals, objectives, and services.
The Board and Director of Library Services shall jointly develop and implement marketing strategies.
The Board endorses and is committed to adhere to the following statements and Acts:
7.5.1 Statement of Intellectual Freedom
The Board endorses the Canadian Library Association (CLA) Statement of Intellectual Freedom, adopted in 1974 and amended in 1983, 1985 and 2015.
“all persons in Canada have a fundamental right, subject only to the Constitution and the law, to have access to the full range of knowledge, imagination, ideas, and opinion, and to express their thoughts publicly. Only the courts may abridge free expression rights in Canada.
The Canadian Library Association affirms further that libraries have a core responsibility to support, defend and promote the universal principles of intellectual freedom and privacy.
The Canadian Library Association holds that libraries are a key institution in Canada for rendering expressive content accessible and affordable to all. Libraries are essential gateways for all persons living in Canada to advance themselves through literacy, lifelong learning, social engagement, and cultural enrichment.
Libraries have a core responsibility to safeguard and facilitate access to constitutionally protected expressions of knowledge, imagination, ideas, and opinion, including those which some individuals and groups consider unconventional, unpopular or unacceptable. To this end, in accordance with their mandates and professional values and standards, libraries provide, defend and promote equitable access to the widest possible variety of expressive content and resist calls for censorship and the adoption of systems that deny or restrict access to resources.
Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination.
Libraries have a core responsibility to safeguard and defend privacy in the individual’s pursuit of expressive content. To this end, libraries protect the identities and activities of library users except when required by the courts to cede them.
Furthermore, in accordance with established library policies, procedures and due process, libraries resist efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.
Library employees, volunteers and employers as well as library governing entities have a core responsibility to uphold the principles of intellectual freedom in the performance of their respective library roles.”
7.5.2 Statement on Information and Telecommunications Access Principles
The Board endorses the Statement on Information and Telecommunications Access Principles as adopted by the CLA in 1994, amended in 2012.
“All Canadians have the right to:
1. Universal, Equitable, and Affordable Access to Robust ICT networks
1.1. Access to high-speed ICT networks should be available and affordable to all regardless of factors such as age, religion, ability, gender, sexual orientation, social and political views, national origin, economic status, location and level of information literacy.
1.2. Special efforts should be made to ensure equity of access in rural and remote areas and access to inclusive technologies for people with disabilities.
1.3. A public policy framework should support the development of ICT infrastructure that meets high standards of speed, reliability and universality.
2. Access to Information Literacy
2.1. Everyone should have the opportunity to acquire the necessary skills to find and use information using ICT.
3. Open Access to Information
3.1. Open access to information should be encouraged at all levels of government and in all publicly-funded institutions. This information should be available free of charge with as little restriction on re-use and modification as possible
3.2. Government and public institutions should take responsibility for archiving information in order to preserve collective memory.
4. Freedom of Expression
4.1. Individuals have the right to create, share, exchange, access and receive the widest range of ideas, information and images.
4. 2. Public policy should encourage neutrality of traffic flow on ICT networks, neither privileging nor restricting information based on content or type. Libraries and other knowledge organizations should encourage the development and use of neutral search and retrieval mechanisms.
5. Privacy
5.1. Privacy of personal information on ICT networks should be carefully protected by legislation.
5.2. In all situations, there should be a written statement outlining the purpose for which personal data is collected. The collection of personal information should be limited to that which is necessary for the purposes identified by the organization. Consent should be required for the collection of personal information and the subsequent use or disclosure of this information.
5.3. This data should not be traded or sold without the express written permission of the individual affected. Information about privacy policies and mechanisms should be easily accessible and all changes to these should be made on an "opt-in" basis.
5.4. Individuals should have the right to examine their own personal information collected by government, public bodies and corporations and to have mistakes corrected, both without charge.”
7.5.3 Statement on Internet Access
The Board endorses the Statement on Internet Access as adopted by the CLA in 1997, amended in 2000.
“CLA encourages libraries:
To offer Internet access with the fewest possible restrictions,
To familiarize themselves, their governing bodies and their communities with the legal issues surrounding the provision of Internet access and to integrate such legal reference points into their access policies,
To incorporate Internet use principles into overall policies on access to library resources, including time, place, and manner restrictions on Internet use, and user behaviour policies and to publicize these policies widely and post them prominently in library facilities and on electronic media,
To safeguard the long-standing relationship of trust between libraries and children, their parents and guardians, in developing Internet use policies and practices, acknowledging the rights and responsibilities of parents and guardians,
To create library web pages consistent with resource priorities that point to appropriately reviewed sites both for general use and for use by children,
To educate their publics about intellectual freedom principles and the shared responsibility of public and school libraries, parents, and guardians in facilitating access to resources in various forms of media, including the Internet, and
To assume active leadership in community awareness of, and dialogue on, the issues inherent in the informed use of this essential, yet non-selective and unregulated medium in libraries.”
7.5.4 Freedom of Information and Protection of Privacy Act
The Board and its Employees shall comply with Alberta’s Freedom of Information and Protection of Privacy Act (FOIP Act).