3. Facilities

3.1. Conduct in the Library
3.2. Library Closures
3.3. Displays and Exhibits
3.4. Public Notices
3.5  Third Party Use of Facilities
3.5.1 Program and Meeting Rooms
3.5.2 Outdoor Space
3.6. Restrictions
3.7. Building Security

 

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3.1 Conduct in the Library

Most recent revision: November 2015
Reviewed by Policy Committee: November 2015
Reviewed by Board: June 2015

Policy Statement

The Library attempts to be inclusive and welcoming to the broadest possible spectrum of the community and to maintain an environment that is conducive to all users’ right to receive information in a healthy and safe environment where users and staff are free from harassment, intimidation, and threats to their safety and well-being. Staff and patrons are expected to conduct themselves in a manner that is supportive of this philosophy.

Responsibility for the control and safety of children in the library rests with the parent or guardian. The Library is not responsible for supervising or tending to the needs of individual children or groups of children. When an unattended child under the age of 10 is found in the Library, staff will take all necessary steps to contact the parent, guardian or childcare provider. If the parent or childcare provider cannot be located staff will contact social services or the RCMP.

To implement this goal and to serve all library users, the Library has established certain standards of behavior in accord with Section 47 of the Library Act of British Columbia. The Librarian or Supervisor is authorized by the Board to ensure that, in fairness to other users, patrons comply with acceptable standards of behavior. If patrons fail to comply with a request to modify their behavior, they will be required to leave the premises. Further action may be taken at the discretion of the Librarian or Supervisor on duty.

  • Patrons are not permitted to disturb other library users, conduct themselves in a disorderly or offensive manner or engage in behaviour that is judged to be dangerous or threatening to staff, the public, library premises or property.
  • Patrons who cause damage to library premises or property may be charged with repair or replacement costs.
  • Patrons who attempt to steal or damage library materials may be charged with a criminal offence.
  • Violation of any component of this policy may result in the application of the provisions of library policies as authorized by Section 47 of the Library Act of the Province of British Columbia and/or the Criminal Code of Canada. Such patrons will be subject to the penalties prescribed by law and may be denied access to library facilities and services and have their library privileges suspended. They may not be members per se.
  • Reinstatement of library privileges, including membership, will be at the discretion of the Chief Librarian.

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3.2 Library Closures

Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014

Policy Statement

The Library’s normal operating hours are 10 am to 5 pm Monday through Saturday; however, under certain circumstances the library may be closed. The two main reasons for closing the library are:

  1. Maintenance/disaster: e.g. the library is flooded, all computer systems have been non-operational for more than 12 hours, fire, earthquake, other natural or man-made disaster
  2. Weather: e.g. snow, severe storms

The decision to close will be made by the Head Supervisor and Chief Librarian upon recommendation of the staff assigned to the relevant shift. If the library is to be closed, the Board Chair will be so informed.

In the case of weather, if the regular staff cannot get to the library, the Supervisor for that team should talk with the Head Supervisor and consult on a course of action. The Chief Librarian should be notified of the situation.   If possible, the Head Supervisor will assemble her “snow team” and open the library. If the weather is so severe that this cannot be done, the library will remain closed.

In addition to the above, in the case of early closing, a notice will be posted on the library door and the message on the answering machine altered appropriately. A message will also be placed on the Library’s web page.

Holiday Closing Dates: New Year’s Day, BC Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, BC Day, Labour Day, Thanksgiving, Remembrance Day, Christmas Eve – Closing at 1:00 pm, Christmas Day, Boxing Day, New Year’s Eve – closing at 1:00pm.

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3.3 Displays and Exhibits

Most recent revision:  Jan 2017
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: October 2017

Policy Statement

The purpose of this policy is to guide the placement of all art, permanent or temporary, which is to be located in the Library building or on the Library grounds.

General Policies on Art Works in the Library

  • The Library retains an overriding unfettered discretion to select or reject any work at any time.
  • We will strive to select original works for placement that exhibit excellence in design and execution.
  • We encourage a wide variety of media and a variety of artistic expression. We are open to new ideas.
  • Works must comply with all applicable criminal and civil laws including, but not limited to, laws relating to intellectual property protection and obscenity.
  • We will preserve permanent works to reasonable standards and bear the costs of doing so.
  • Works must not be hazardous or unduly fragile.
  • We will give preference firstly to resident artists and secondly to others strongly connected to the island.
  • Display restrictions may apply to large or to three-dimensional pieces.

Temporary Displays of Art Work

  • The Art Exhibit Agreement describes the obligations and duties associated with temporary displays;
  • Insurance coverage is the responsibility of the artist;
  • The Library is not responsible for loss or damage of any kind;
  • Installation costs are borne by the artist;
  • Art work may be offered for sale at the discretion of the artist but any work which is sold must remain on view for the entire exhibit period;
  • The Library will collect a 15% commission from each sale in an amount to be established.;
  • Displaying artists will grant the Library permission to photograph and publish, for publicity purposes, any work accepted for exhibition;
  • The Library reserves the right to cancel any exhibit at any time.

Donations of Art Work

The Library may accept donations of works which comply with this policy.

  • All gifts must be unconditional and must transfer all rights of ownership to the Library.
  • The expense of any required appraisal will be borne by the donor.

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3.4 Public Notices

Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014

Policy Statement

The purpose of this policy is to guide the placement of all notices, displays and exhibits exclusive of that covered by the Art Policy. In particular, ephemeral items such as bulletin board and community information postings, free newspapers and flyers, pamphlets, and temporary sign boards are included.

As a member of the community, Salt Spring Island Public Library Association recognizes its role to provide access to information regarding events taking place on Salt Spring Island of interest to local residents.

  • A notice board is available for the display of posters advertising events of cultural, informational, or recreational interest to the community.
  • Notices must be no larger than a standard letter-size sheet of paper (8 ½ x 11”) and must announce a specific event or limited series.
  • Notices will be kept on the board for two weeks only (unless permission for extension is granted by the Chief Librarian or designate).
  • All items for posting or display must be submitted to the on duty Supervisor or Librarian for consideration. The Supervisor or Librarian will initial and date the notice before posting.
  • The library does not necessarily support the aims and objectives of groups whose material is so displayed.

There are also various pamphlet racks in the library. These may be used for the display of non-profit services such as information provided by social service agencies. No displays of non-library for-profit items are permitted.

The library retains the right to remove or dispose of displayed items at its sole discretion.

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3.5  Third Party Use of Facilities

Most recent revision: April 2016
Reviewed by Policy Committee: Dec 2015
Reviewed by Board:  Sept 2017

Policy Statement

Background: Salt Spring Island Public Library welcomes the use of the Community Program Room and meeting rooms by community groups and individuals. Rooms are also used for activities and programs conducted and/or sponsored by the Library and precedence for the space is given to these events. The use of Library program and meeting room space for non-profit and for profit community groups and organizations is encouraged and supported.

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3.5.1 Community Program Room and Meeting Rooms

Policy: 

That the Library meeting spaces will be available for use by profit and non-profit groups for a reasonable cost commensurate with other rental facilities in the community. All activities, programs and meetings conducted in the Library are subject to the general rules and regulations of SSIPL. Further, all renters agree not to contravene the Criminal Code of Canada and all other applicable laws and statutes during the course of their rental.

For Library co-sponsorship and possible discounting of rental fees, the Library considers requests for educational or other programs of interest to library patrons from local non-profit organizations and persons not operating a business. To be considered, please fill in a Proposal/Application form and send to the Chief Librarian.  All advertising, posters, organizing, set-up and clean-up are the responsibility of the presenter.  The Library must be mentioned as a sponsor in all advertising, posters, and press releases and the event must be free to the public.

Procedures:

Restrictions to use:

  1. Failure to conform to the regulations established for the program room and the library meeting rooms will result in a group or organization being denied use of the rooms.
  2. The Library reserves the right to refuse a proposal/application or cancel a rental if, in the opinion of the Library, such a rental represents a violation of Library policy. If the Library cancels a rental the renter will receive a refund of all monies paid.
  3. All meeting rooms are designed to be used for relatively quiet pursuits and are not suitable for events that generate undue noise.
  4. The Library reserves the right to limit attendance. Note that the maximum number of people for the Program Room is 67seated with 19 standing and with tables, the maximum is 67 seated. The maximum for each of the meeting rooms is 12.
  5. The small interior meeting rooms (Rooms 103 and 106) may only be used during library open hours.
  6. Setting up tables and chairs and other equipment are the responsibility of the renter. The rental time includes the time necessary to set-up, take-down tables and chairs, and tidy the room so that the room is left in the same or better condition as it was found.
  7. Movies shown and music played at SSIPL must have the appropriate public performance rights. Obtaining the license and all applicable fees are the responsibility of the renter. Proof of public performance rights shall be provided to SSIPL prior to the event date.
  8. The Library must not be mentioned as a sponsor for an event or as endorsing an event unless previously approved by the Chief Librarian or the Library Board. Advertising of the meeting or event must not imply endorsement by the Library of the content of the program or event; however, in some cases the Library may request sponsorship on all publicity items. In cases of co-sponsorship with the Library, the booking fee may be reduced by the Chief Librarian.
  9. If liquor is to be served at the event, a license must be obtained and a copy provided to the Library in advance of the event. Liquor is not allowed in meeting
  10. If outdoor areas of the library are to be used, it is the responsibility of the renter to
    1.  ensure the library is added as a co-insured party on the event liability insurance policy
    2.  ensure that all entrances to the library (walkways, stairs and ramps) are kept clear for library patrons
    3.  arrange for Ministry of Transportation and RCMP approvals if road closures are required

NOTES:

See Appendix D for Application Process and Fee Schedule.
Note that Meeting Room 103 may be booked at any time that the library is open; Meeting Room 106 may not be booked after 3:30 pm, or on Fridays or Saturdays.

The meeting rooms and/or the Community Program Room are open quiet seating when not booked.

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3.5.2 Outdoor Space

Policy:

That the Library outside area may be used for an event or program with the permission of the Chief Librarian. All activities, programs and meetings conducted in the space are subject to the general rules and regulations of SSIPL.  Further, all users agree not to contravene the Criminal Code of Canada and all other applicable laws and statutes during the course of the event.  The user agrees to assume responsibility for all personal injury as well as for all damage to Library facilities and equipment resulting from the use of the space.

Restrictions to use:

  1. Failure to conform to the regulations established for the event or program will result in a group or organization being denied use of the space.
  2. The Library reserves the right to refuse an application or cancel use of the space if in the opinion of the Library such use represents a violation of Library policy.
  3. The outside space may not be suitable for events that generate undue noise during Library open hours.
  4. The outside space cannot be used for busking.
  5. The Library reserves the right to limit attendance.
  6. The user takes responsibility to ensure the space is cleaned after the event.
  7. The Library must not be mentioned as a sponsor for an event or as endorsing an event unless previously approved by the Chief Librarian.  Advertising of the event must not imply endorsement by the Library of the content of the program or event; however, in some cases the Library may request sponsorship on all publicity items.
  8. No liquor may be served at the event and the smoking bylaws must be enforced.

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3.6 Restrictions

Most recent revision: April 2018
Reviewed by Policy Committee: May 2018
Reviewed by Board: October 2017

Policy Statement

In order to provide an atmosphere that is conducive to all users’ right to receive information in a healthy and safe environment, the Library requests that in the library building and on library premises, patrons will:

  • behave and act in a civil manner to Library staff and other Library patrons, and ensure any act or behaviour does not interfere with the use and enjoyment of the Library by others;
  • make use of Library materials only in accordance with permitted borrowing privileges or by permission of the Librarian or on-duty Supervisor;
  • wear proper attire including shirts and footwear;
  • avoid engaging in behaviour that is illegal, unlawful, or unsafe;
  • avoid engaging in behavior destructive to library resources, equipment or facilities;
  • avoid soliciting for any purpose on Library property unless authorized to do so;
  • avoid selling on library premises, except in conjunction with library-approved programs;
  • avoid bringing animals into the Library (except assistance dogs);
  • avoid wearing perfumes and other strong scents;
  • avoid using cell phones and VOIP without suitable muting devices;
  • avoid eating outside of meeting rooms;
  • keep their possessions with them at all times; the Library is not responsible for lost, stolen or damaged items;
  • avoid smoking within 7 meters of building; and
  • accept personal liability and/or financial responsibility for actions in breach of this policy.

If a patron acts or behaves in a manner that the Librarian or Supervisor on duty considers disruptive, unlawful, or contrary to the proper and respectful use of the Library, the Librarian or Supervisor may:

  • insist that the patron stop any such objectionable behavior;
  • request that the patron leave the Library;
  • refuse Library service or entry to the Library to the patron;
  • refer the matter to the Board of Directors to determine appropriate action in accordance with the provisions of the Library Act; and/or
  • call the RCMP for assistance.

 

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3.7 Building Security

Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014

Policy Statement

In order to maintain security in the Library, access to the building and to various areas of the building will be by key-card.

  • Staff will be issued cards which they are to carry at all times.
  • Users of meeting rooms and program rooms will be issued time-specific cards for access to the facilities they have booked.

Closed circuit video surveillance is in place and will be monitored by staff.

Fire exits are alarmed.

 

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