Confidentiality of user records
Volunteer's agreement of confidentiality
Freedom of Information and Protection of Privacy (FOIP)
Personal information banks at the Rimbey Municipal Library
Home Delivery Policy
After hours use of the library
Acquisitions and purchasing of library materials
Hours of service policy
Employee code of conduct
Use of alcohol and drugs
Working while ill
If there is a complaint about an item in the library the following steps should be taken:
- Ask the complainant if they would like to fill out a written complaint
- The statement will then be reviewed both by the Library Manager and the Board
- The Board will then make a decision based on the Statement of Intellectual Freedom.
Donated books may or may not be included in the library collection based on the decision of the Library Manager. Factors to be considered in making this decision are:
- Age and currency of material
- Condition of material
- Subject matter and need for such matter in our collection
Donations of books not included in the collection will be sold in the semi-annual book sale. Unsold donations will be disposed of. Tax receipts for cash donations of $10.00 or more will be issued by the Town of Rimbey. Tax receipt for donations in kind will only be issued for gifts with a value of $100.00 or more for a single item. Individuals donating goods should provide a purchase receipt as proof of value. For those gifts where a purchase receipt is not possible, the value shall be determined by the Town Manager or the Municipal Treasurer.Back to top
The Finance Committee will be composed of the Board Chairperson, Treasurer and Library Manager.
The Library Manager will maintain records in accordance with all library bylaws, Revenue Canada rules and good accounting procedures.
The Library Manager will also provide a monthly financial information report to the Board.
13.1 Year End Financial Review
Financial records must be independently reviewed each fiscal year. The Board, upon recommendation of the Finance Committee, will annually appoint the reviewer. The appointment of the reviewer must be approved by Town Council. Financial records are prepared for the review as soon as reasonably possible after year end by the Finance committee. The reviewed financial statement is received and approved by the Board and presented at the annual general meeting and then sent to Town Council.
The Board, upon recommendation of the Finance Committee, determines where banking services are secured.
The budget is prepared by the Finance Committee in consultation with the Library Manager, in time for its approval by the Board and presentation to Town Council for its budget considerations. The Finance Committee shall develop a long-term financial strategy for the library by planning for capital replacement, for financial emergencies, and for long-term stability of the system.
The Finance Committee, in consultation with the Library Manager, is responsible for the investment and care of reserve funds. Interest from reserve funds is re-invested as part of the reserves. The Board may designate some or all of these funds for specific projects or purposes.
13.5 Signing Authority for Cheques
The signing officers are the Library Manager, Board Treasurer and Chair. Two signatures are required on each cheque. Additional signatories may be approved by the Board.
13.6 Petty Cash and Cash Float
$200 will be set aside for petty cash needs and a float of $50 will be kept in the cash register.
13.7 Capital Assets
Whenever possible the purchase or lease of capital assets is provided for in the annual budget. Assets needing to be purchased or leased and not in the budget must be approved by the Board upon recommendation of the Finance Committee if they are more than $300.
13.8 Financial Statements
Monthly financial statements are prepared by the Library Manager, and approved by the Treasurer, for presentation to the Board. The Finance Committee is responsible for overall supervision of the budget. The Library Manager shall report any financial anomalies to the Treasurer as soon as reasonably possible.
13.9 Fiscal Year
The fiscal year of the Rimbey Municipal Library shall be January 1 to December 31.
13.10 Operating and Capital Reserves
An operating reserve and a capital reserve for the Rimbey Municipal Library will be established that will permit the organization to continue to operate during difficult financial times.
Rimbey Municipal Library Board will maintain an operating reserve that will be no more than $30,000. Any surplus will be put into an interest account. The operating reserve will be reviewed by the Finance Committee at least annually. Any spending of the operating reserve corpus must be approved in advance by the Board.
Capital Reserve/Technology Reserve:
The Capital reserve shall be invested as approved by the board and reviewed when the term expires for reinvestment.
The Rimbey Municipal Library will adopt and follow the Canadian Library Association’s Statement of Intellectual Freedom as follows:
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Every person in Canada has the fundamental right, as embodied in the nation's Bill of Rights and the Canadian Charter of Rights and Freedoms to have access to all expressions of knowledge, creativity and intellectual activity and to express their thoughts publicly. The right to intellectual freedom under the law is essential to the health and development of Canadian society.
Libraries have a basic responsibility for the development and maintenance of intellectual freedom.
It is the responsibility of libraries to guarantee and facilitate access to all expressions of knowledge and intellectual activity including those which some elements of society may consider to be unconventional, unpopular or unacceptable. To this end, libraries shall acquire and make available the widest variety of materials.
It is the responsibility of libraries to guarantee the right of free expression by making available all the library's public facilities and services to all individuals and groups who need them.
Libraries should resist all efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.
Both employees and employers in libraries have a duty, in addition to the institutional responsibilities, to uphold these principles.
Only the librarian and the assistant librarian will have full access to patron records. Specifically trained volunteers may assist with the computerized check out and check in of items borrowed by patrons. This activity will put these specially trained volunteers in contact with the computer record of the patron.
Board members have access only in extreme cases, in order to solve a pertinent or special problem.
All Rimbey Municipal Library employees, volunteers, and trustees shall hold in strict confidence any records or transactions relating to individual memberships, use, borrowing, complaints, delinquent accounts, etc.
Staff must not discuss patrons' preferences except to better serve that patron.
Patron’s records are not available to government agents or law enforcement officials, except with proper legal authorization.
Only the Library Staff will have full access to patron records. Specifically trained volunteers may assist with the computerized check out and check in of items borrowed by patrons. This activity will put these specifically trained volunteers in contact with the computer record of the patron.
All Rimbey Municipal Library volunteers must hold in strict confidence any records or transactions relating to patrons’ individual memberships, use, borrowing, complaints, delinquent accounts, etc. and province.
Volunteers must not discuss patrons’ preferences except to better serve that patron.
Patron’s records are not available to government agents, including law enforcement officials, except with proper legal authorization.
I acknowledge that I have read the Volunteers’ Agreement of Confidentiality, and I will abide by the requirements set forth in it.
The Rimbey Municipal Library collects some personal information from its patrons for the purposes of planning, administering, and delivering library services and programs to its users.
The personal information (usually phone numbers and addresses) is maintained in confidentiality by the library on a secure computer or in a secure location. Collections of personal information are called Personal Information Banks.
As required by the Freedom of Information and Protection of Privacy Act, a list of Personal Information Banks maintained by the Rimbey Library is attached. Personal information is kept only so long as it is needed to administer library activities in accordance with this library’s records retention policy.
*(A Personal Information Bank is any collection of personal information where information about an individual can be found using the individual’s name or a unique identifier, such as a membership number.)
1. Personnel Performance Evaluations:
Location: Town of Rimbey Office 4938 – 50th Avenue, Rimbey, Alberta
Information contained: Employment contracts, performance evaluations,commendations and reprimands, training certificates obtained.
Individuals: Permanent, part-time and contract staff at Rimbey Municipal Library.
Legal Authority: Freedom of Information and Protection of Privacy Act, Section 32 (c ).
2. Patron Database:
Location: Kept in the ILS maintained by PRL in Lacombe. We do have access to this and can update it as needed.
Information contained: information supports the lending of library materials to the public. Information contained includes name, address, phone number, number of persons in household, any outstanding library fines.
Individuals: Paid-up members of the Library, and persons with expired memberships up to one year after expiry of the membership.
Legal Authority: Freedom of Information and Protection of Privacy Act, Section 32 (c ).
3. Volunteer List:
Location: Rimbey Municipal Library 4938 – 50th Avenue, Rimbey, Alberta
Information contained: Information supports the support of library services through volunteer effort.
Information contained includes name, address, home phone number.
Individuals: Volunteers at the Rimbey Municipal Library
Legal Authority: Freedom of Information and Protection of Privacy Act, Section 32 (c ).
4. Program registration lists.
Location: Rimbey Municipal Library 4938 – 50th Avenue, Rimbey, Alberta
Information contained: Name & address of patrons registered in programs at the Library, and in the case of minors, the name and phone number of their parent or guardian. This may also contain pertinent medical information.
Individuals: All people registered in programs at the Rimbey Library and their parents or guardians if applicable as well as children authorized to use the internet.
All Staff and Volunteers age 18 and over must provide the following security checks before working with children’s programming in the library:
RCMP Criminal Record Check: The RCMP Criminal Record check usually requires a fee, however, the librarian will send a letter along with the staff/volunteer seeking the check, indicating that the individual is being considered for the Library, and request that the fee be waived. The RCMP will waive the fee. The applicant must supply photo ID. 5117-50 Street Rimbey, Alberta, T0C 2J0 Phone: 843-2224 (Administration—Information)
- Child and Youth Intervention Module Check: The Child and Youth Intervention Module check is free, but must be obtained in Red Deer from the Child and Family Services Authority Office. The applicant must supply photo ID. Red Deer Regional Office, 3rd Floor, 4826 Ross Street, Red Deer, AB, T4J 1E2 Phone: (403) 341-8642
A volunteer or library staff, as available, shall provide library materials to people who are deemed by the library to be in need of such services.Back to top
Non-profit groups given permission by the Board to use the library space after hours will take responsibility for appropriate use of the space, and for locking the building and setting the alarm system after they are finished using the space. Each group will appoint its own facilitator who will be responsible for the following duties:
One master key to the building exists for use by all the groups and must be shared. The group’s facilitator will pick up the key during library hours on the day the group is to use the library (or on the last business day of the library, if the group intends to use it on a day when the library is closed). The key cannot be kept for extended periods, as it must be available for all groups to share. When the group has finished using the library space for that evening (or day) the key will be left on the library circulation desk, locked in the library.
The facilitator will be responsible to see that everyone has left the building (including checking the washrooms) and that all the lights and equipment are turned off at the end of the evening. The facilitator will lock all the doors of the library and of the building itself, and leave the master key on the circulation desk in the library. The Librarian will teach each facilitator how to do this when they come to pick up the master key, during library hours.
One alarm system code has been created for use by all the groups and must be shared. The alarm code will be given to the facilitator when s/he picks up the master key. The facilitator agrees not to divulge this code to anyone. The Librarian will teach the facilitator how to set the alarm at the time when the facilitator comes to pick up the master key, during library hours.
The facilitator of each group will sign an agreement concerning all of the above, and will be required to sign for the key when s/he picks it up during library hours. The librarian will retrieve the master key from the circulation desk and check the key back in when the library is next open for regular hours.
- Computer use is on a first come, first served basis. The maximum waiting time for a computer will be half an hour. You must log into the internet with a username and password. If you do not have a valid library card a generic username and password is posted in front of each computer screen.
- The Rimbey Municipal Library provides free wireless access within the library’s premises and the area immediately outside the library. The use of personal laptops and other mobile Internet devices can be used to gain connectivity to the library’s wireless network without a network jack. Wireless access is provided 24 hours/day, 7 days/week.
- Use of the Library’s wireless network is entirely at the user’s own risk. The Rimbey Municipal Library will not be responsible for any compromised information or lost data through use of its wireless access.
- As the library’s wireless network is not secure, information sent to or from your laptop can potentially be captured by someone else. It is your responsibility to protect your device from viruses and hackers. The library recommends that credit card, online banking and/or personal information and passwords NOT be transmitted while using the wireless network.
- The library assumes no responsibility for the safety of equipment or for laptop configurations, security, or data files resulting from the connection to the Rimbey Municipal Library network.
- Printers are not available on our wireless network. If you need to print, save the file to an external storage device and then print from one of the library’s computer workstations.
- Library staff will try to assist users with computer operations and internet use but cannot offer personal instruction throughout the session. Current information about computers and the internet are available in the library’s collection. The Library’s computers shall not be used for illegal purposes: Canadian civil and criminal law prohibit display or dissemination of harassment, libel, slander, hate literature, child pornography, graphic pornography, illicit drug literature, obscene material, material tending to deprive any person of his or her rights or is an affront to human dignity. The use of library computers for activities that breach Canadian and International copyright law is also prohibited. Materials on the Internet may be subject to copyright laws which users are responsible for upholding. Misuse and/or abuse of the terminals, programs, or settings will result in a suspension of Internet access privileges.
The Library Manager is responsible for the selection of materials. The library encourages input/feedback from patrons, volunteers, and contracted employees.
The collection should be extensive, comprehensive and relevant to the current interests of the local community and surrounding area. It should meet the basic recreational, informational, and educational needs of the community. The library recognizes its obligations to satisfy the cultural, educational and artistic needs of a group of people with varied backgrounds, tastes and interests.
Selection decisions pertaining to all book and non-book materials are based upon the following criteria:
- favourable attention from reviewers, critics or the public,
- relationship to the existing collection: to supplement the collection, fill a gap, ensure adequate information in a specific area, or provide up-to-date material,
- recognized with a literary or artistic award,
- relevant to community needs and interests,
- popular appeal,
- requested by patrons,
- contains accurate information and objective opinion,
- the reputation and/or significance of author, illustrator, or publisher,
- broad representation of literary classics,
- suitable physical format for library use,
- budget and space priorities,
- language – materials in languages other than English or French will not be purchased. A rotating foreign language collection is available through Parkland Regional Library.
The Rimbey Municipal Library Board does not interpret its function or that of its administrators to be the supervisor of public morals. It believes in freedom of the individual and the rights and obligations of parents to develop, interpret and enforce their own code of acceptable conduct and choice of reading materials upon their own household.
There is a possibility that an item, or items, may be regarded by some as unpleasant or offensive, or in political opposition to local beliefs. If the public library is to fulfill its obligation to its community, it must include materials of varied points of view, even those which may be regarded by some as controversial. The library will provide, as far as possible, materials on all sides of controversial issues, including representation of unpopular or unorthodox positions without censorship or bias, providing the materials give evidence of a sincere desire to be factual.
The Rimbey Municipal Library Board acknowledges the multicultural nature of our community and therefore will provide library materials in languages other than English.
The Rimbey Municipal Library Board will attempt to meet any reasonable requests for services in languages other than English.
These books can be ordered in through inter-library loan one book at a time. As the librarians are not multilingual and there are limited resources in the system, a request cannot not be guaranteed to be filled.
Library Materials Normally Lent
Books (including audio books)
- All books circulate except for reference material designated for use in the library only.
- Books have a loan period of three weeks with three renewals allowed, provided there is not a request placed for the material.
- There is a maximum of 50 items allowed to be checked out to a patron at a time.
- Magazines loan period of one week. They can be renewed a maximum of three times as long as there is not a request placed for the material
CDs & Movies
- CDs & Movies have a loan period of one week. They can be renewed a maximum of three times as long as there is not a request placed for the material.
- Borrowers are restricted to only borrowing 10 CDs and Movies at a time.
- Interlibrary loans are restricted to print material only.
- The loan period is set by the loaning library
- Interlibrary loans may not be possible to renew.
DAISY Players and DAISY books
- DAISY players have a loan period of three months. They can be renewed an unlimited number of times unless there is another request for such items.
- DAISY talking books have a loan period of three weeks. They can be renewed a maximum of three times. Holds cannot be placed on DAISY books.
|Tuesday:|| 10:00 a.m. to 5:00 p.m.
|| 10:00 a.m. to 5:00 p.m.
|Thursday:|| 10:00 a.m. to 8:00 p.m.
|Friday:|| 10:00 a.m. to 5:00 p.m.
|Saturday:|| 10:00 a.m. to 5:00 p.m.
Closed all statutory holidays. If the statutory holiday falls on a day the library is normally closed, the library will close the last working day before the holiday in lieu.
Summer hours may be subject to change from the above. Signage informing of any change and the duration of their effect will be displayed in the library.
The Rimbey Municipal Library will endeavor to have two staff members working during peak hours of operation.
If a staff member cannot show up for a scheduled shift, they are to notify the Library Manager as early as possible. Every effort will be made to find a replacement to cover the shift. If the Library Manager is not available, the employee should try to find a replacement. If it appears that the employee will be missing several shifts and no Rimbey Municipal Library staff are available as replacements, the Library Manager needs to be notified as soon as possible, even if she is on vacation or sick leave. If it is impossible to reach the Library Manager, the Library Board Chairperson is to be notified.
An employee’s health and safety must always take priority over attending work. Employees are not expected to come to work if they are ill or if road and weather conditions make it dangerous or impossible to travel.
Every employee is expected to act in a professional, responsible, and courteous manner at all times. Clearly, such behaviour fosters a positive and productive working environment. Conversely, inappropriate or unprofessional behaviour is disruptive and unproductive.
It is impossible to identify all standards of conduct that are unacceptable. The expectation is for employees to act in a professional and courteous manner. We expect that employees will use common sense and good judgment in achieving this goal. However, the Library Board and manager, and not that of any individual employee, is the benchmark for what is acceptable and what is not. An employee’s conduct is not made acceptable solely because the employee believes it to be. Nor may an employee excuse his or her conduct because this guideline does not specifically prohibit the objectionable conduct. The library expects that employees recognize that inappropriate conduct, from rudeness to theft, is unacceptable. The decision as to what is inappropriate is left in the library management’s hands and sole discretion.
Library employees are expected to dress in business casual clothes. Jeans are acceptable as long as they are in good repair and worn with a top that makes them appear more professional. (T-shirts with slogans are unacceptable) Also unacceptable are: spaghetti strap shirts, gym clothes, rumpled or ripped clothing, (micro) miniskirts, short shorts, underwear as outerwear, inappropriately revealing attire such as bare midriffs, and flip-flops.
Personal cell phones need to be turned off during business hours. Employees can be contacted at the library through the business phone. All personal calls should be taken in the office. If an employee is with a patron or facilitating a program, a message will be taken for them. If the call is identified as an emergency the employee will be interrupted. If long distance calls need to be made, employees can take a break and use their cell phone in the office.Back to top
While the library recognizes the social aspects of having a drink of alcohol with a meal, at no time should an employee be impaired while at work. Also, it is inappropriate to consume alcohol before facilitating children’s programming. If too much alcohol has been consumed the night before, it is preferable for the employee not to come to work than to come to work while suffering the effects of over-indulgence. Employees shall not attend work while under the influence of illegal drugs. Employees shall not attend work while under the effect of prescription drugs if those drugs in any way inhibit their performance.Back to top
An employee’s health must always take priority over attending work. If an employee has a virus or other infection that is contagious, he or she is encouraged to not come to work. If an employee cannot, for any reason, attend work the library manager is to be notified as soon as possible.Back to top
All positions are to be advertised in the local newspaper.
A formal letter of application is required.
A hiring committee consisting of two board members, the Library Manager and board chair will review applications and select candidates for interview. A formal interview will take place by the board hiring committee.
Computer literacy is necessary.
Candidate must demonstrate organizational skills and the ability to work within a budget.
Candidate must be able to interact positively with public.
Exceptional communication skills are required.
Preference will be given to candidates with library experience and/or applicants with training in library science or library related courses.
The Library Manager and Library Assistant will interview the student. Children of the board or other staff members are not eligible.Back to top
The Occupational Health and Safety Code of Alberta requires employers to:
- Recognize and assess workplace violence as a hazard
- Develop a policy and procedures on potential workplace violence
- Communicate the organization’s policy and procedures related to workplace violence
- Instruct workers on recognizing workplace violence
- Develop appropriate responses to workplace violence
- Develop procedures for reporting, investigating and documenting incidents of workplace violence.
Because it is related, the Rimbey Municipal Library Board has added workplace harassment to this policy.
Statement of Belief
Rimbey Municipal Library promotes an abuse-free environment in which all people respect one another and work together. Any act of violence or harassment committed by or against any individual/individuals affiliated with this organization; including staff, volunteers, and patrons is unacceptable conduct and will not be tolerated. The board is committed to investigating reported incidents of violence and harassment in a timely manner, taking necessary action, and providing appropriate support for the victims.
Acts of violence and harassment can take the form of physical contact or non-physical behaviors and can include but would not be limited to:
- threatening behaviour ie: shaking fists, destroying property or throwing objects
- verbal or written threats – any expression of an intent to inflict harm
- harassment – any behaviour that demeans, embarrasses, humiliates, annoys, alarms of verbally abuses a person and that is known or would be expected to be unwelcome. This includes words, gestures, intimidation, bullying, or other inappropriate activities
- verbal abuse – swearing, insults or condescending language
- physical attacks – hitting, shoving, pushing or kicking
Supervisors at every level must be knowledgeable about and sensitive to the many forms that violence and harassment can take. It may in fact be unintended; the test is whether a reasonable person knows or ought to have known that the behaviour would be considered unwelcome or offensive by the recipient.
Violation of the policy may be subject to disciplinary action commensurate to the incident, up to and including dismissal. In this policy volunteers are subject to the same protections and disciplinary actions as staff members.
For acts of violence or harassment by individuals outside of this organization, action taken would be commensurate with the incident up to and including temporary or permanent withdrawl of services or legal action.
Staff faced with an urgent situation involving threatening or violent conduct, where there is reasonable belief that the safety of persons may be threatened, should contact the police immediately.
- Children under the age of 10 should not be left unattended in the Library
- No child under the age of 10 should be left in the care of another child under the age of 12 in the Library
- Disruptive children age 10 and over will be asked to leave the building.
- If a child under the age of 10 is left unattended in the Library, and is in need of adult assistance at closing time, staff shall attempt to contact the parent/guardian of the child to come and pick up the child.
- If no guardian can be located, the RCMP will be called to pick up the child.
- A staff member will remain with the child until the RCMP arrives.
- A note, including the RCMP’s address and phone number, shall be placed on the library front and back doors of the building stating that the RCMP retrieved an unattended child. The name of the child shall not appear on the note.
- Staff and volunteers shall not leave the library with the child.
- Neither staff nor volunteers will deliver a child home, regardless of whether or not they have consent of the child’s parent or guardian.
What to consider for weeding books:
- Physically damaged materials (including water, ink, pen damage), not suitable for repair or rebinding.
- Books which have not circulated in 3 years and are NOT classics.
- Books with technical information which is outdated or inaccurate.
- Unattractive books – old style, poor pictures.
- Duplicate titles of books unless there is high circulation or they are used often.
- Superseded editions – almanacs or yearbooks, replace annuals when one updates the other.
- Dated books popular for a short time span, such as specific biographies and those of events not historically important.
SPECIFIC GUIDELINES FOR WEEDING:
Dewey Numbered Books
- Generalities - Value determined by use. Most books of Bibliographies little value after ten years from date published.
- Library Science
- 100 - Philosophy - Value determined by use. Keep Ethics philosophical systems and discard superseded Psychology works in philosophy and out-of-date psychological descriptions and problems.
- 200 - Religion - Value determined by use. Collect information on the many different religions and sects. Discard propaganda involving theological studies and biased works.
- Social Sciences - Value determined by use. Discard outdated social issues not of historical value as well as biased, controversial issues.
- Politics and Economics - Dates quickly and of little value if older than 10 years.
- Law - Replace any as soon as law is updated or changed. Must be kept current
- Education - Keep historical material if it is used. Replace most other works after ten years, as well, as discredited theories of education. Discard career materials after three to five years.
- Folklore - Keep standard works. Value determined by use.
- 400 Language - Keep basic materials. Discard old grammars and foreign language books that are not being used.
- 500 Pure Sciences - Keep books on botany and natural history and weed others after five years, especially those with obsolete information.
- 600 - Applied Science - Most outdated after ten years. Pay special attention to discarding those on space technology, radio, television, mechanics and medicine except where they are of historical value.
- 700 The Arts - Value determined by use. Keep basic works on music, dance and fine arts. Update when new editions having better information and illustrations are available. Keep stamp collecting books updated. Discard sports and recreational works as readers’ interests change or as they are updated.
- 800 Literature - Value determined by use. Keep history and literary criticism until superseded by more authoritative works. Keep works of local authors. Discard works of drama and poets no longer used.
- History - Do not discard Canadian or Local Histories. Discard those with inaccurate, obviously biased information, as well as poorly or unfairly interpreted works.
- Travel & Geography - Discard after five years. Weed continuously those of countries undergoing constant change such as Africa.
- Biography - Usage determines value. Discard those without permanent interest except those Canadians of special interest.
Fiction - Weed old-fashioned, worn, dated titles or those not circulating for three to five years. Keep all “classics” as space allows. Replace classics with more new attractive editions.