Library Board & Policy

Library Board

Meeting Dates

The Library Board meets on the third Thursday of every month, except July and August, at 7:00 p.m. The meetings typically take place in the W.I. Room at the Memorial Branch, however due to COVID-19, our meetings now take place online via Zoom. If you would like to join a Library Board meeting virtually, please email [email protected] and an invitation will be sent to you.

Library Board

The Library Board is a group of volunteers, appointed by the Town of New Tecumseth Council, to direct the policies, goals and objectives of the library and advocate for the library in the greater community. The day-to-day operation of the library is the responsibility of the CEO and management staff.

Board Members

  • Mel Pyper, Chair
  • Doug Carr, Vice Chair
  • Alan Lacey, Councillor
  • Stephanie MacLellan, Councillor
  • Nicole Greening, Board Member
  • Cassie Hall, Board Membe
  • Peter Monahan, Board Member

Board Terms

A Library Board member is appointed for a four-year term by the Municipal council at the beginning of each Council’s term. The new board has been selected by council and will serve from January 2019 to December 2022.

Board Appointment

Before appointing the Library Board, an advertisement is placed in the local newspapers, inviting applications. The application is also available online. A person is qualified to be appointed as a member of the Library Board who is a member of the appointing Council or:

  • Is at least 18 years of age;
  • Is a Canadian Citizen;
  • Is a resident of New Tecumseth or of a municipality that has a contract with the Board;
  • Is not employed by the Board or by the Town or by the County.

Meeting Minutes

Please click on the appropriate link to view the approved minutes from the Library Board meetings. Minutes are posted here after they are approved by the board as a means of providing transparency with the public, as required by Provincial standards.

Library Policies

Library Code of Conduct

In order to prevent disruptions to Library services, ensure the safety of the public and staff, and maintain the security of Library property, all persons on the property of the New Tecumseth Public Library must follow the Code of Conduct:

  1. Any behavior that is unsafe, disrupts others’ use and enjoyment of the Library, or is inappropriate to the Library’s purpose will be dealt with immediately by staff. Library privileges may be restricted or withdrawn for such behavior.
  2. Those who behave inappropriately or disruptively can be banned from Library premises, temporarily by the CEO or permanently by the New Tecumseth Public Library Board.
  3. Conversations in the Library should be kept at a quiet level to avoid disturbing others. Rude and obscene language will not be tolerated.
  4. Being intoxicated on Library property due to alcohol or drug use is prohibited. Patrons preparing to smoke, vape or drink alcohol indoors will be given one warning, then be asked to leave for the day if the behaviour continues. Further suspension of library privileges will occur if the behaviour is repeated.
  5. Damage, misuse or theft of Library materials, equipment or property is considered a serious offence and will be responded to accordingly. Library management reserves the right to ask patrons to open all bags, books and papers for inspection.
  6. Inappropriate use of computers, including accessing pornography on the Web, engaging in cyber-bullying, using a computer without first checking out at the desk, etc. can result in the temporary or permanent cancellation of computer privileges.
  7. Taking Library materials into washrooms is not allowed. Use of unauthorized entrances, exits and “Staff Only” areas without permission is prohibited.
  8. No posting notices, distributing circulars or petitions, soliciting or engaging in any commercial activity on the premises without prior approval of the CEO or designate.
  9. Bringing animals into the Library is prohibited, except for those in authorized programs or designated as service animals.
  10. Using the Library as a general playground is prohibited: children must not chase each other, run, jump or scream. Children under the age of 11 should not be left unattended on Library premises. Use of sports equipment on Library property is not allowed.
  11. Photographing, filming or video-recording on Library premises is not allowed without the prior written consent of the CEO or designate.
  12. Food or drink other than clear bottled water is not to be consumed in the Library, except during specific programs, or in designated areas, or if medically necessary (i.e. juice for those who experience blood sugar anomalies). No food or liquids are permitted in the direct vicinity of any Library technology, such as computers, printers and Makerspace equipment.

Library Services Agreement for Collection and Use of Personal Information

Section I: Collection and Use of Personal Information

The personal information collected for the purpose of creating, updating or maintaining the Member’s Account is collected under the authority of the Libraries Act, RSA 2000, c. L-11 and the Freedom of Information and Protection of Privacy Act, RSA 2000, c. F-25 and will be used by the Library only to provide and enhance Library Services, for internal research and statistical purposes, and for other purposes permitted under this Library Services Agreement or applicable law.

The Library may share personal information collected from the Member with third-party service providers for the purpose of delivering Library Services and with other libraries where the Member has chosen to participate in a reciprocal borrowing arrangement.

Unless the Member has withdrawn consent, the Library may use the Member’s personal information to contact the Member to inform them of upcoming due dates on Library materials, to share news about Library Services and resources, upcoming events and programs, and opportunities to support the Library. The Library may also, under the Member’s Account and unless the Member has withdrawn consent, display the history of Library materials checked out by the Member for staff use only.

If the Member chooses to access or use certain online Library programs, or third-party services, through the Library (for example, online classes, chat services, tutorials, or online literacy programs held with one or more other participants), the Library may collect and store certain “in-session” information during the Member’s use of such services, such as audio/visual/video recordings, chat logs, and transcripts. Any such recorded content is stored in accordance with the Library’s retention policies and is only used for purposes disclosed in Section II.

Section II: Limits on Privacy 

The Library reserves the right to access, read, preserve, and disclose any information accessed through the Account which the Library reasonably believes is necessary to:

  • Satisfy any applicable law, regulation, legal process or governmental request;
  • Enforce the Library Services Agreement, including investigation of potential violations hereof;
  • Detect, prevent, or otherwise address theft of Library Materials, copyright violations, violation of third -party user agreements, fraud, or security breaches;
  • Respond to user support requests;
  • Protect the rights, property or safety of the Library, its users and the public;
  • Respond to requests from law enforcement or court orders.

The Library cannot control the actions of third-party participants (such as other members) who attend any online Library programs, or third-party services, through the Library (for example, online classes, tutorials, or online literacy programs) with the Member. For group programs of this type, those other participants may choose to record information, or share information with unauthorized persons.

Public Internet Access Policy

Before using the Internet Computers, users are required to carefully read and agree to the New Tecumseth Public Library’s Internet Access Policy.

Patrons must have a valid Library card and login at the Computers using the PC Reservation system. Computer use time can be reserved up to seven (7) days in advance. Please make these arrangements with Library Staff at the Desk. When all terminals are in use you can reserve a next-available computer by speaking to Staff at the Desk. The Library offers a non-reservable ‘Express Station’ 15 minutes use only for patrons who are in a hurry. Guest Passes are available for out-of-town users on a one-day use basis.

Inappropriate use of computers, including accessing pornography on the Web, engaging in cyber-bullying, attempting to use a computer by trying to circumvent the PC Reservation system, etc. can result in the temporary or permanent cancellation of computer privileges.

Staff Assistance: The computer stations are self-serve. If you run into difficulties, and staff time permits, Library staff will attempt to assist, keeping in mind that staff may not be familiar with every application patrons might want to use. Patrons are invited to consult the many resources about the Internet available at the Library.

Time Limits: The Internet is a very popular resource. Patrons are welcome to search the Internet for a maximum of two one hour sessions per day, including time required to print pages. If the computers are not busy, it is possible to extend the time on each session in fifteen (15) minute increments. The PC Reservation system will provide ‘end of session’ warnings to users – please pay attention to these reminders. When the Internet Computers are busy, your session will end at the appointed time.

Misuse of Library Facilities Policy: It is Library Board Policy that anyone misusing library facilities cannot remain in the Library.

Printing: All of the computers are networked to the photocopier/printer located near the Desk. Copies are 25 cents for black ink or 75 cents for colour per page, payable in advance at the Desk. Your print job cannot be processed without payment.

Usage: Internet computers are to be used for Internet access and to work with the data processing software already installed. Changes cannot be made to the configuration of the software or hardware and anyone caught doing so will have their computer privileges suspended. Downloading to an individual portable device is permissible.

Since our space is limited and increased noise from group conversations is disruptive to others, only one person can use a workstation at any one time. The Library’s Internet access does not include mail (except for web-based mail services like Hotmail), newsgroups or chat groups.

All users are expected to respect the privacy of others using the Internet and not interfere with their use.

Users are reminded that the Internet terminals are in a public area. It is expected that patrons will use the Internet Terminals in accordance with the public nature of the location. The Library Staff are fully authorized to protect the quiet enjoyment of the Library by the general public.

Internet Use Policy

The following activities are PROHIBITED:

  1. Use of workstations for illegal, objectionable, actionable or criminal purposes or to seek access to unauthorized areas.
  2. Accessing illegal sites or minors accessing age restricted sites.
  3. Subverting or attempting to subvert any security devices in either software or hardware format which the library has installed on its Internet workstations.
  4. Installing or attempting to install viruses or other programs designed to damage or alter software on the workstations, the local area network or the Internet, or seeking unauthorized access to any computer system.
  5. Sending unsolicited commercial material or spamming.
  6. Misrepresenting oneself as another user.
  7. Attempting to modify or gain access to files, passwords, or data belonging to others.
  8. Vandalism or theft of library property.

Consequences of Violating Internet Access and Use Guidelines:

Users in violation of the library’s Internet access and use guidelines will have their Internet privileges revoked.

Misuse or abuse of computers or programs is not acceptable. Offenders will be required to leave the library.

Customers using the library’s Internet workstations for illegal purposes will be subject to prosecution. Vandalism or theft of library property is illegal and will be reported to the police.

From the New Tecumseth Public Library Internet Policy passed by the Library Board on 28 February 2012.*

Room Rental Policy

SCHEDULE OF FEES, FINES AND CHARGES

ROOM RENTAL CHARGES
Non-Profit Organizations Free for Community Services & Partners On Case-by-Case Basis
Non-Profit Organizations $20.00 per hour
Individual Residents of New Tecumseth / Contracting / Reciprocal Areas $25.00 per hour
Profit Organizations $30.00 per hour
Cleaning Fee (if applicable) $30.00 per hour
Late Key Fee (if applicable) $10.00 per day

Attention: a fee for cleaning and supplies will be levied if the room is not returned to satisfactory condition at the end of the booking.

EQUIPMENT RENTAL CHARGES

Currently there are no equipment rentals available.

FACILITY RENTAL RULES

It is understood and agreed between the applicant and the New Tecumseth Public Library Board that the following regulations have been read and will be observed:

  1. A set of keys will be given to access the RENTAL FACILITIES when applicable. These keys may not be copied and must be returned after each rental. Failure to comply may result in lost rental privileges.
  2. The applicant is responsible for any loss or damages incurred to Library property or equipment, and agrees to reimburse the New Tecumseth Public Library Board for any damages resulting from the event described on this application.
  3. The New Tecumseth Public Library Board reserves the right to refuse any application.
  4. Alcohol and smoking are not permitted on the Library premises.
  5.  Set up is the responsibility of the renter. The room is to be left in the same condition as it was found.
  6. At the close of the meeting, the applicant shall ensure that room lights are turned off, windows are shut and that the door is left properly locked.
  7. All supplies and cleaning may be an additional cost. This may include: toilet paper, paper towels, cleaning supplies, etc.
  8. All fees must be paid in full upon booking the facility. Please make cheques payable to the New Tecumseth Public Library. Please refer to Policy Manual for Policy No. 7.05 Meeting Room Bookings and Appendix 6 Schedule of Fees, Fines and Charges.

Physical Plant Policy

Introduction

The New Tecumseth Public Library (NTPL) Board shall use this policy to ensure that NTPL buildings and facilities meet the physical requirements to deliver excellent system-wide library service to the community.

Regular Hours

NTPL shall be open at times that are compatible with the needs of the community, within the limitations of staffing and budget. Open hours will be reviewed periodically to assess community needs and as increased budget permits. Please see APPENDIX 8 for a breakdown of current regular hours.

NTPL will be closed on public holidays. At the discretion of the CEO, NTPL may close due to adverse weather conditions. Branch hours may change for the summer months or Christmas week, depending upon the community’s needs.

Physical Facilities

The Board accepts the responsibility to ensure, within budgetary limitations, that NTPL facilities will meet the physical requirements of modern library service. The Board accepts the responsibility to assess the need for future facilities and to assist the CEO in securing the funds.

The Board is committed to providing persons with disabilities consistent opportunity and access to NTPL’s services and facilities. The Board will ensure that policies, procedures, and practices are provided in a manner that is timely and addresses integration, independence, dignity, and equal opportunity. The Board will endeavor to follow the compliance schedule of the legislation when implementing each of the requirements addressed in this policy.

Maintenance

Maintenance and repair of NTPL buildings, contents and grounds are the joint responsibility of the Town and the Board, as itemized in the Joint Services Agreement between the Town of New Tecumseth and the Library Board (APPENDIX 9).

Insurance

Liability insurance for NTPL and insurance of the premises and the contents of NTPL are purchased by the Town Office.

Meeting Room Bookings

It is the policy of the Board to make its facilities available for the educational, informational, cultural, recreational, and leisure needs of all individuals and organizations within the community or in one of the contracting municipalities.

NTPL shall be available on equal terms to all groups within the community; however, NTPL reserves the right to deny or cancel a booking when it reasonably believes:

  1. Meeting room use would be to promote, or would have the effect of promoting discrimination, contempt or hatred for any group or person on the basis of race, ethnic origin, place of origin, citizenship, colour, ancestry, language, creed (religion), age, sex, gender identity, gender expression, marital status, family status, sexual orientation, disability, political affiliation, membership in a union or staff association, receipt of public assistance, level of literacy or any other similar factor.
  2. Meeting room use would be for a purpose or action that is contrary to the law or any of NTPL’s policies, including violent, threatening, abusive, harassing, disruptive or intrusive language or conduct.
  3. There is a misrepresentation, a likelihood of physical hazard to participants, or a misuse of premises or equipment. Past misuse or non-payment of fees is sufficient grounds for denial of an application.

NTPL requires potential users to confirm that they will not be conducting any business or activities that are in violation of this policy, the Criminal Code of Canada (including hate propaganda laws) or the Ontario Human Rights Code.

NTPL will not accept reservations for a series of meetings which would designate NTPL as a regular meeting place for any organization except upon approval by the Board. Exceptions may be made for meetings sponsored by NTPL or an approved non-profit educational group or institution for short-term classes, discussion groups, and forums involving a small fee.

Conditions for Meeting Room Use

Conditions for meeting room use are as follows:

  1. Application to be made through NTPL’s Administration office or Branch and a Facility Rental Agreement (APPENDIX 15) signed by the person(s) responsible for the group/organization.
  2. Loss or damage to any NTPL property arising out of the occupancy by the group/organization must be compensated for by the group/organization.
  3. Smoking, alcohol consumption, drug use, and commercial sales are not permitted on NTPL property.
  4. Meeting room booking requests will be taken on a first come, first serve
  5. Rentals can be booked up to sixty (60) days in advance of the booking
  6. Individuals and groups are allowed up to two (2) bookings per month, case-by-
  7. Library programs take priority for
  8. Meeting rooms are available after regular branch hours, with no access to the
  9. Facilities may be rented for Children’s Birthday Parties but not Adult parties, wedding showers, etc. Payment must be made in full at the time of the booking.
  10. NTPL normally will not provide personnel to assist in handling exhibits and other materials needed by groups using NTPL’s meeting spaces.

Physical Plant Material Loans/Rentals for Off-Site Use

It is the policy of the Board to make its physical plant materials available to individuals and organizations within the community or in one of the contracting municipalities as they pursue their educational, informational, cultural, recreational, and leisure needs.

The Board gives priority to NTPL sponsored programs, determines any charges, and reserves the right to refuse or cancel loans/rentals on the recommendation of the CEO.

The Library will not provide personnel to assist in handling of the physical plant materials.

Conditions for Physical Plant Material Loans/Rentals

Conditions for physical plant material loans/rentals are as follows:

  1. Community groups/organizations may apply to use the physical plant materials of the Library and must complete a Loans/Rental Agreement
  2. Loss or damage to any Library property must be compensated for by the group /organization.

 

Disposal of Furniture, Equipment, etc.

The CEO is to identify items which are no longer required by the Library.

If the estimated value exceeds $1000, a report should be made to the Library Board for direction.

If the estimated value is less than $1000.00, the CEO shall:

  1. Advertise for sale through standard library communication avenues and/or advertise for sale in local newspapers with the sale being awarded to the highest bidder.
  2. If no sale is realized, the items shall be stored to be included in the Town’s annual Auction Sale.
  3. Arrange to have the items taken to the dump if they are of no possible use.

Diversity and Inclusion Policy

Introduction

The New Tecumseth Public Library (NTPL) understands the need to recognize and embrace the diversity of our community and strives to be a truly inclusive place within the community. NTPL recognizes and affirms the dignity of those it serves and works with, regardless of heritage, education, beliefs, race, income, religion, gender, age, sexual orientation, gender identity, gender expression, physical or mental abilities 

Definitions

“Diversity” refers to the range of human differences, including but not limited to race, ancestry, place of origin, citizenship, gender, gender identity, sexual orientation, age, social class, physical ability or attributes, religious or ethical values system, mental ability, education and political beliefs, many of which are listed within the Ontario Human Rights Code, R.S.O. 1990, chapter H.19 s. 5 (1).

“Equity” focuses on the ideals of justice and fairness. Whereas equality means providing everyone with the same number of resources regardless of whether everyone needs them, equity is when resources are shared based on what each person needs to adequately level the playing field.

“Inclusion” is the act of creating environments and spaces in which any individual or group feels welcomed, valued, respected, supported and is able to fully participate. An inclusive and welcoming climate embraces differences and offers respect in words and actions for all people.

Declaration

NTPL is committed to fostering an environment which makes equity, diversity, and inclusion a priority in planning and decision making for staffing, collections, services, and spaces. NTPL endorses the Canadian Federation of Library Associations (CFLA) Position Statement of Diversity of Inclusion which reads:

“The CFLA believes that a diverse and pluralistic society is central to our country’s identity. Libraries have a responsibility to contribute to a culture that recognizes diversity and fosters social inclusion. Libraries strive to deliver inclusive service. Canada’s libraries recognize and energetically affirm the dignity of those they serve, regardless of heritage, education, beliefs, race, religion, gender, age, sexual orientation, gender identity, physical or mental capabilities, or income. Libraries understand that an acceptance of differences can place individual and collective values in conflict. Libraries are committed to tolerance and understanding. Libraries act to ensure that people can enjoy services free from any attempt by others to impose values, customs or beliefs.”

Collection

NTPL will strive to provide diverse collections relating to cultures, languages, religious traditions, and peoples, in all our formats from books to audio and video materials. A broad range of authors, content creators and experiences will be included and highlighted in our collection. Our bibliographic database will use subject headings and descriptors which are more inclusive. We will update our Collection Development Policy as necessary, and use a Collection Development Plan to best inform the process by which we adhere to this policy.

Services

As we develop and deliver services and programs, we shall work with our community to develop inclusive consultation and engagement processes and to develop services in appropriate ways. We will seek to understand how diverse community groups define and describe themselves and we will listen to and learn from communities rather than relying on indirect sources.

In the spirit of diversity and inclusion for all members, NTPL welcomes the exhibit of displays and provision of programs and services that reflect and fit within the location’s communities (e.g., displays during various religious holidays, culturally significant dates, etc.).

Responsibilities

To build a culture where employees and patrons are treated with dignity and respect at all times, it is important to recognize that everyone has obligations to follow when upholding this policy, and a joint approach from all levels is therefore required.

CEO

The CEO shall ensure that a copy of this policy is made available to new employees within 30 days of being hired. The CEO shall communicate any changes made to all employees within 30 days of the change taking effect.

Management
  1. Comply with all Roles and Responsibilities of an Employee
  2. Ensure that the current policy is applied and followed.
  3. Include Human Resources personnel in any investigation or breaches of this policy.
  4. Provide employees with a safe work environment free from discrimination, harassment, retaliation, and inappropriate conduct or behavior.
  5. Offer opportunities for recruitment, advancement and employee development in a manner consistent with this policy regarding barrier removal and equal opportunity.
  6. Do not penalize an employee for acting in compliance with this policy.
Employees
  1. Comply with this policy.
  2. Treat others with dignity and respect and exhibit professional conduct that reflects inclusion during work and at work-related functions on or off the work site.
  3. Complete diversity awareness training as required.
  4. Create an open working environment where diversity is welcome and a desired part of our workplace.
  5. Seek assistance from your Manager or HR representative if you believe that you or anyone else has been subjected to a violation of this policy.
  6. Speak up to the extent you are able to. Remain an active bystander in support of this policy by objecting to violations and lending support to those detrimentally affected.

COVID-19 Vaccination Policy

26 November 2021

Under direction of the New Tecumseth Public Library (NTPL) Board, NTPL’s COVID-19 Vaccination Policy has been created to reflect current appropriate health and safety protocols in public libraries. The procedures listed below will be adhered to by NTPL until further notice, in order to best protect the mental and physical wellbeing of all staff and patrons:

  1. NTPL will continue to take protective measures to decrease the risk of transmission of COVID-19 by maintaining the procedures in place, such as, but not limited to: an indoor mask policy; appropriate PPE when necessary; Plexiglas shields around the circulation desk; staggered lunch breaks; frequent hand sanitizing / hand washing; individual screening of symptoms before coming into work; and the appropriate levels of social distancing.
    • NTPL will also look into additional measures to keep track of employee sickness, such as PCR testing kits and/or temperature checking machines.
  2. An anonymous vaccination status reporting form has been created to monitor the percentage of vaccinated staff and unvaccinated staff. While the form is being used to collect data, the following applies:
    • All new/potential candidates shall be made aware through job postings that NTPL will hire only those who are fully vaccinated, within the limits of the Human Rights Code.

The NTPL Board agrees that the first condition will remain in effect until further reopening steps from the Ontario Government are implemented, and the second condition will be in place for as long as the mandates regarding POV passports are still in effect. NTPL will continue to monitor the Simcoe-Muskoka Health Unit for any major changes in procedure; for example, should another lockdown occur, NTPL will resume curbside pickup services.

NTPL reserves the right to amend this policy as needed, with minimal notice, to meet the changing provincial and federal requirements.