Board Meeting Agenda Thursday, August 24, 2017

4:30 p.m. Central Board Room Please Note: At 3:30 p.m. in the board room, there will be Board Orientation re: Public

Libraries Act, WPL Policies and the website for Board members only

1. Call to Order 4:30 p.m. Chair 2. Adoption of Agenda Chair 3. Disclosure or Pecuniary Interest Chair 4. Presentations/Delegations

Audited 2016 WPL Financial Statements - Draft D. Seguin,KPMG

5. Communications Chair

6. Minutes Minutes of Previous Board Meeting Chair

7. Business Arising Chair

8. CEO Report & Questions CEO 9. New Business

2016 Forest Glade Branch - Annual Review Truth and Reconciliation Commission Report Discard Reserve Fund Report Operational Policy – Public Internet Use WPL Policy Report #2

A. CraigCEON. PeelCEOCEO

10. Review of Board Reimbursements Chair 11. Next Meeting

Tuesday September 19, 2017 WPL Board Orientation #2 Tuesday September 19, 2017

3:00 p.m. 4:00 p.m.

12. In Camera Safety and Security Audit Report CEO,

B. Horrobin13. Adjournment

Board Correspondence

August 24 2017, Board Meeting

Letters/Emails • June 24, 2017

Letter – The Essex County Branch of the Ontario Genealogical Society

Newspaper/Radio Reports

• Windsor Star June 20, 2017 Mayor Envisions "Iconic" New Central Library for Windsor W. F Chisholm Branch: • AM800 CKLW June 20,2017

Windsor Public Library Names New Optimist Branch After Local Car Guy

• Windsor Star June 21, 2017

Windsor's New Auto-Themed Library Named for Rose City Founder

• CTV News June 21, 2017 New Library to be Named After Local Automotive Entrepreneur

• Automotive News July, 2017 Museum named for ‘tireless worker’ W. F. Chisholm

• Windsor Star June 23, 2017 'Oh my gosh, this has a beautiful sound’: Baby Grand Piano Debuts at Library

• AM800 CKLW June 23,2017 Builder Sought for a New Library Branch

• Windsor Star June 30, 2017

Consider Upgrading Central Library

Windsor Public Library Board Meeting

Tuesday June 20, 2017 4:00 p.m.

Central Branch Present: Mayor D. Dilkens, Councillor R. Bortolin, Councillor J. Gignac, Councillor I.

Kusmierczyk, D. Lee, D. McFarlane, M. Payne, H. Reidel, J. Stuart Staff: K. Pope (CEO), A. Craig, N. Peel, C. Rideout-Arkell, L. Turcotte, C. Woodrow, V. Critchley, D. Seguin, A. Rutherford (Secretary) Guests: A. MacKay

1. Call to Order: In the absence of a Board Chair and as Secretary to the Board, CEO,

K. Pope called the meeting to order at 4:00 p.m. 2. Introduction of Board Members and Staff: K. Pope welcomed new Board

members, Mayor D. Dilkens, D. McFarlane and H. Reidel. Board members and staff introduced themselves.

3. Adoption of agenda: K. Pope asked that the KPMG financial statements be

deferred to the next Board meeting. I. Kusmierczyk asked that the Branch report on Forest Glade be deferred to next meeting.

55.17 Moved: M. Payne Seconded: D. Dilkens

THAT the agenda be adopted as amended. CARRIED

4. Disclosure of Pecuniary Interest: None

5. WPL Board 2017-2018

(i) Election of Board Chair: K. Pope asked for nominations for WPL Board Chair. I. Kusmierczyk nominated R. Bortolin, J. Stuart seconded. J. Gignac nominated Mayor D. Dilkens, H. Reidel seconded. Both R. Bortolin and D. Dilkens accepted the nominations. K. Pope asked if there were any other nominations, hearing none, nominations were closed. An open vote was held. Mayor D. Dilkens was declared the WPL Board Chair for 2017-2018. D. Dilkens took the Chair.

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Council Appointments Citizen Appointments Drew Dilkens, Mayor Dan Lee Councillor Rino Bortolin Donika McFarlane Councillor JoAnne Gignac Margaret Payne Councillor Irek Kusmierczyk Helga Reidel Jim Stuart (ii) Board Operations Revised Checklist 2017-2018: K. Pope reviewed the revised checklist of meetings. The question was asked if the date and time of WPL Board meetings is still suitable.

56.17 Moved: M. Payne Seconded: J. Gignac

THAT the WPL Board accepts the Board Operations Revised Checklist 2017-2018. CARRIED

(iii) Proposed Board Orientation Plan:

57.17 Moved: M. Payne Seconded: J. Gignac

THAT the WPL Board accepts the Proposed Board Orientation Plan as presented. CARRIED

6. Central Library – Board Focus Group: Consultant, A. MacKay, led the group on

an extensive discussion of 4 questions re: the look and feel of a Central Library. D. McFarlane left the meeting at 4:22 p.m. I. Kusmierczyk left the meeting at 4:39 p.m.

7. Communications: Letters/Emails

• Thank you to Sue and Jodie in the Tech Hub, May 1, 2017 • Resignation of Dr. Peter Frise, May 09, 2017 • Auto Archives Sponsorship from Caesars Windsor, June 6, 2017 • Estate of Marcia Grace Bartlet, June 13, 2017 • The Spirit of Canada – Windsor Public Library Customer

Newspaper/Radio Reports • Sandwich Library:

Windsor Star, May 10, 2017 New library design combines traditions, modern technology CBC News, May 11, 2017

Final design plans for Sandwich library unveiled • CBC News, May 26, 2017

“It’s a little confounding”: Prominent Canadian urban thinker talks Windsor mega hospital plan

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• CNIB.ca, May 29, 2017 CNIB calls for federal accessible book production strategy

• Windsorite.ca, June 17, 2017 Annual Meet-a-Machine at the WFCU

• Windsorite.ca, June 19, 2017 Windsor Public Library Kicks Off Summer Programs

58.17

Moved: J. Gignac Seconded: H. Reidel

THAT communications be accepted as presented. CARRIED

8. Minutes:

59.17

Moved: D. Lee Seconded: M. Payne

To approve the minutes of the Annual WPL Board meeting held April 18, 2017 as presented. CARRIED

60.17

Moved: M. Payne Seconded: R. Bortolin

To approve the minutes of the WPL Board meeting held April 18, 2017 as presented. CARRIED

9. Business Arising: none

10. CEO Report & Questions to the CEO: K. Pope reviewed her report. A discussion

followed re: The new John Muir branch project may exceed the allotted budget due to: original estimates are 3 years old, extensive contaminated soil testing, premium labour rates for specialized heritage services, plus heritage mechanical and electrical issues. The cost of the overrun will not be known until the tenders are analyzed in July/August. Discussion ensued re: the ramifications of original budget not enough to cover all 3 new builds/renovations. Concern that Budimir renovations will not proceed due to overruns with the John Muir build.

61.17 Moved: J. Gignac Seconded: R. Bortolin

To receive the CEO’s Report of June 13, 2017 as presented. CARRIED

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11. New Business: 1) Operational Policy Report – Public Internet Use: K. Pope reviewed proposed

additions to the current policy. A question and answer period followed re: use of filters, legal use and security of public internet access.

62.17

Moved: J. Gignac Seconded: R. Bortolin

THAT the Windsor Public Library Board accepts in principle the proposed addition to the Public Internet Usage Policy as presented. CARRIED

63.17 Moved: H. Reidel Seconded: R. Bortolin

THAT the Windsor Public Library Board accepts the Operational Policy Report – Internet Use as presented. CARRIED

2) 2016 Annual Review – Bridgeview Branch: 3) 2016 Annual Review – Fontainebleau Branch:

64.17

Moved: H. Reidel Seconded: R. Bortolin

THAT the Windsor Public Library Board accepts the 2016 Annual Review – Bridgeview Branch and the 2016 Annual Review – Fontainebleau Branch as presented. CARRIED

12. Review of Board Reimbursements: none 13. Next Meeting: August 15, 2017 14. In Camera: please see in camera agenda.

65.17 Moved: H. Reidel Seconded: R. Bortolin

THAT the Board move in camera at 5:08. CARRIED

66.17 Moved: H. Reidel Seconded: R. Bortolin

THAT the Board adopt the name Windsor Public Library – W. F. Chisholm Branch. CARRIED

The Chair, Mayor D. Dilkens, on behalf of the WPL Board, staff, and the community thanked the Chisholm family for their support and belief in the Windsor Public Library system.

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67.17 Moved: H. Reidel Seconded: R. Bortolin

THAT the Board requests administration to move forward with the Bridgeview lease agreement. CARRIED

15. Adjournment:

68.17 Moved: R. Bortolin Seconded: J. Stuart

THAT the Board adjourn the meeting at 5:32 p.m. CARRIED APPROVED:

XMayor Drew DilkensChair, Windsor Public Library Board

XKitty PopeCEO, Windsor Public Library

XAnne RutherfordManager Board Operations & Executive Assist...

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Windsor Public Library Board CEO’s Report

Thursday August 17th, 2017 Performance Indicators Dashboard: Performance

Indicators Status / Issues

Budget 2018 budget is being drafted for the September Board meeting Library Usage Based on the new gate count data, 30% or 67,000 Windsorites enter a

public library monthly. Branches account for 60% of all foot traffic while Central contributes 40%.

Human Res. WPL just received a Young Canada Works internship (YCWBCH) grant for a 16 week position to develop archival digital content re: First Nations oral history interviews from 1970-1989 The fall Staff Training Day is October 19th at the new W.F Chisholm branch. The Central library will remain open.

Facilities Details below Dashboard colour Key

Go… all goals on track or exceeded Ok, but on my radar Caution, action or a strategic plan required Stop “Houston we have a problem” … Apollo 13

Facilities:

Windsor Public Library - W.F. Chisholm Branch: WPL is building a 6,500 sq.ft. addition to the Optimist Centre at a projected total cost of $2,463,000. De Angelis /Fortis Inc. are building the new library. Currently:

• Contractors are working on the fireplace and last minute deficiencies

• The automotive themed window treatments have been installed

• The opening day collection has been ordered. Plans have been developed to move the Automotive Archives and Remington collections to Chisholm plus cull resources from each branch to build the 25,000 volume Opening Day collection.

• Tentative opening week events include: Tuesday October 17 donor event which is currently being planned Wednesday October 18 Neighbourhood “sneak peek” Thursday October19 staff event Saturday October 21 @ 1:30 Grand Opening

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Windsor Public Library - John Muir Branch: The 4,830 sq. ft. $2,518,000, heritage project is designed to renovate the 1921 Sandwich Fire Hall and stable into a 21st century public library on Mill Street. The project is temporarily delayed due to:

• escalating construction costs and price increases from sub-trades construction estimates city-wide are currently 25-45% over estimates.

• demand for the contractors who specialize in renovating heritage buildings required for this heritage project.

The Building Executive Committee (which includes City engineers, the Planning, Finance and IT Departments plus the City Clerk and WPL CEO) are overseeing the three building projects and expect to let tenders for the John Muir renovations in the fall and then return to the Board with a construction recommendation.

Windsor Public Library – Budimir Branch: The $2,317,000 addition to Budimir includes more space for customers and improved sight lines. The project is on hold until the John Muir project is almost completed.

Windsor Public Library - Central: Architect Jason Grossi, of www.designstudiogG.com and Consultant Anne MacKay are consulting with the community, stakeholders and staff, analyzing and comparing the options for the central library and providing the Board with a building program and functional plan for the preferred model. A report will be to the Board in November.

Facility project completion dates as of August 2017 Optimist Central Sandwich Budimir --+------------------+-----------------------------------+----------------------------------------------+-------------- October 2017 December 2017 2018/2019 2019/2020 WPL Security Audit In 2003 WPL had a Safety and Security Audit of the Main Library by the Windsor Police Service. Recommendations were made with regard to: eliminating areas with safety deficiencies; increasing the visibility of security and improved monitoring of public washrooms. All of these issues have been addressed except for the following

1. The height of bookshelves ....in some areas, seven foot high shelves impede sight lines and encourage “surreptitious behaviour “. Recommendation: standardize book shelf heights at no more than six feet.

2. The second floor has study carrel areas and high book shelves which encourages “surreptitious behaviour”. Recommendation: improve sight lines and add a mix of carrels and open seating

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With increasing security issues in the downtown, Incident Reports and sight lines on the second floor unresolved, a second Security Audit was conducted on Thursday June 15. A Security and Safety Audit Report will be presented at the August board meeting.

Information Technology (IT) service calls

News:

• WPL has been recognized by the Ontario Genealogical Society with an Award of Merit for the creation of the Local History Research Room in the Main library. The award will be

presented September 11th.

• After more than 23 years as WPL’s Manager of Financial Accounting, Laurie Turcotte is retiring September 21st. We will all miss her and her wise counsel, but know she has great new adventures ahead.

Recommended motion:

Prepared by: Kitty Pope CEO kpope@windsorpubliclibrary.com 519-255-6770 ext. 4425

July June May April Notes: Incidents 33 24 42 26 Incident is an event which causes or may cause an

interruption or a reduction in IT service. i.e. printer broken, security camera malfunction

Requests 14 11 40 9 Request is when a WPL staff requesting changes or revisions to a service i.e. changes to statistical gathering, revisions to the website

Total 47 35 82 35

Moved by Seconded by ____________________ THAT the Windsor Public Library Board authorize Staff Development Day and keep the Central Library open on Thursday October 19, 2017. Moved by seconded by ____________________ THAT the Windsor Public Library Board accept the CEO’s Report of August 17, 2017 as presented.

Windsor Public Library Board 2016 Forest Glade Branch – Annual Review

Thursday August 17, 2017 1. OBJECTIVES:

To provide the Windsor Public Library Board with a general review of the activities of the Forest Glade Branch at 3211 Forest Glade Drive, June 2016 to June 2017.

2. BACKGROUND:

The Forest Glade Branch opened in 1988 to serve the Forest Glade community. At that time it was built as an addition to the Forest Glade Community Centre, adjacent to the Forest Glade Arena. The 5500 square foot facility serves a neighbourhood population of roughly 23,000 (based on 2011 census data) and is located on the 1C Transit Windsor route.

In 2016 the Forest Glade Library hours of operation were as follows;

Monday Tuesday Wednesday Thursday Friday Saturday Sunday Total Summer 12-8 10-6 12-8 10-6 - 9-5 - 40 Winter 12-8 10-6 12-8 10-6 9-5 9-5 - 48 Similarly sized branches in the Windsor Public Library system include Fontainebleau and Bridgeview.

3. ANNUAL STATISTICAL REVIEW:

In 2016 circulation of physical materials at the Forest Glade branch was 81,392, down slightly from 83,282 in 2015. This 2% decrease in material circulation can be explained by a dramatic increase in circulation of electronic materials (up from 113,753 system-wide downloads in 2014 to 182,274 in 2016).

Forest Glade welcomed 574 new cardholders in 2016, bringing the total number of customers who consider Forest Glade their home to 7,740 or 33.6% of the neighborhood population. This accounts for 9% of the total WPL membership, just behind Central (35%), Riverside (15%) and Budimir (14%)

RFID gate counts for May 2017 indicate that Forest Glade saw 5,848 visitors, or 9% of all Windsor Public Library branch usage.

74000

76000

78000

80000

82000

84000

Forest Glade Circulation

2014

2015

2016

Forest Glade customers logged a total of 3,590 hours of internet use in 2016. This is down slightly from 3,627 hours in 2015.

4. ANNUAL PROGRAMMING REVIEW:

2016 was an exceptional year at Forest Glade, with staff delivering high-quality programs to 1,971 participants. This was up 24% from 2015 totals and can be attributed in part to an increase in class visits from H.J. Lassaline Catholic School and Eastwood Public School. Adult programming saw a dramatic 85% increase in attendance, with over 700 adults attending programs throughout the year. Popular programs included a Minecraft themed

event in March which attracted 65 participants to the library, as well as ongoing visits from adult learners at College Boreal.

5. ACTIONS:

In late 2016 Forest Glade library received a $12,000 donation including $6,000 in Ward funds from Councillor Kusmierczyk and $6,000 in Ward Renewal Funds from CUPE Local 82. These funds were dedicated to the purchase of cutting edge technological resources including a 3D printer, an Oculus Rift virtual reality system, and a set of indoor drones. The expressed purpose of these resources was to enhance the library’s ability to offer new kinds of programs for children, teens and adults. In conjunction with the launch of the Forest Glade Tech Hub in April of 2017, staff training began in order to encourage the development and successful execution of this programming. To date, the new technology has been a huge success with both children and adults attending library programs aimed at exploring new technologies through hands-on learning opportunities. In addition, 2017 will see further efforts to enhance the look and feel of the Forest Glade branch. This includes new shelving (delivered and installed in early June), new chairs for branch study space (delivered in April), and new lounge seating.

6. RECOMMENDATION:

Prepared by: Adam Craig, Manager of Public Service, Branches Kitty Pope, CEO

Moved by____________________________ Seconded by___________________________ THAT the Windsor Public Library Board accepts the 2016 Forest Glade Branch – Annual Review as presented.

0

500

1000

1500

2000

2500

Forest Glade

2014

2015

2016

Windsor Public Library

Truth and Reconciliation Commission Report Thursday August 17, 2017

1. OBJECTIVES:

The purpose of this report is to: Review the recommendations of Justice Murray Sinclair’s Truth and

Reconciliation Commission of Canada (TRC) report of June 2015 and Call to Action # 69

“We call upon Library and Archives Canada to: ... ii. Ensure that its record holdings related to residential

schools are accessible to the public. iii. Commit more resources to its public education

materials and programming on residential schools.”

Outline Windsor Public Library’s response to the TRC report.

2. BACKGROUND: In June 2015, the TRC released a report, calling on all levels of government and institutions to “…redress the legacy of residential schools…” by responding to the 94 Calls to Action. In the words of Justice Sinclair, "Reconciliation is about forging and maintaining respectful relationships. There are no shortcuts. We have described for you a mountain. We have shown you the path to the top. We call upon you to do the climbing." In Windsor according to Statistics Canada 2011, the Windsor Indigenous population was 8,235 residents or 3.7% of the total population including 6,910 First Nations, 1,470 Métis and 30 Inuit; new census data will be released in the fall. The closest residential school to Windsor was the Mount_Elgin_Indian_Residential_School which operated from 1851-1946 in Muncey Ontario, west of London. The Canadian Federation of Library Associations has established a Truth and Reconciliation Committee to respond to the Calls to Action. Public libraries have an important role in supporting Call to Action # 69 iii) by: bringing together Indigenous and non-Indigenous neighbours plus facilitate public education. For example the Edmonton Public Library Board has just appointed its first Elder in Residence, and Saskatoon Public’s Read for Reconciliation space, in the main library, provides customers with resources about the TRC and residential schools in Saskatchewan.

For new Board members: WPL has a special connection to the TRC and specifically Justice Sinclair who worked for former WPL Board member Premier Howard Pawley. It was the “Premier” who regularly encouraged the WPL Board to support those in need and particularly First Nations, Inuit and Métis indicatives and programs.

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3. ACTIONS:

To respond to the TRC Call to Action, it is recommended that Windsor Public Library:

1. Improve access to Indigenous resources by: • Actively collecting library material that reflects the First Nations, Inuit and Métis

cultures. To accomplish this Administration recommends allocating part of the 2016 Discard Reserve Fund of $11,464 to purchase resources by and about Indigenous Peoples.

• Promote Indigenous genealogical resources by publishing biographies of Famous Windsorites of Indigenous descent on the Famous Windsorites portal.

• Highlight First Nations contributions to local history through website resources such as Famous Windsorites.

2. Incorporate Indigenous content into WPL programming and outreach:

• Celebrate Aboriginal Month (June) in all locations with displays, events and programs.

• Use the bookmobile (FRED) to attend First Nations, Inuit and Métis community events.

3. Build capacity and WPL staff understanding by focusing on Indigenous library services

and resources. At the fall WPL Staff Development Day staff will learn basic greetings, explore recently purchased Indigenous resources, hear about additions to the Famous Windsorites portal and plans for Indigenous programs.

4. Demonstrate respect for Indigenous peoples through:

a) Ethical information collection and sharing of Aboriginal Knowledge. b) Connecting with First Nations, Inuit and Métis organizations within Windsor.

4. CONCLUSION/ RECOMMENDED MOTION:

While commenting on the TRC, residential school survivor, Victoria Wells said, “I’ll know that reconciliation is happening in Canadian society when Canadians, wherever they live, are able to say the names of the tribes with which they’re neighbours; they’re able to pronounce names from the community, or of people that they know, and they’re able to say hello and goodbye, in the language of their community.”

This is exactly what WPL is striving to accomplish.

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Moved by____________________________ Seconded by___ ________________ THAT the WPL Board accepts the Truth and Reconciliation Commission Report as presented.

Other resources include: First Nations in Ontario; First Nations; Ontario First Nations Maps; First Nations Map; Traditional Territories; History; Métis Heritage; Aboriginal Knowledge Collection.

Prepared by: K. Pope, CEO kpope@windsorpubliclibrary.com

Windsor Public Library Board Discard Reserve Fund Report

August 17, 2017

1. OBJECTIVE: To present the WPL Board with a plan to spend the discard funds accumulated in 2016.

2. BACKGROUND: Funds from the sale of discarded materials are recycled through the Discard Reserve Fund for new library materials. Annual collection budgets target new publications, while discard funds enhance or refurbish collections. There is $11,464 to be spent in 2017.

3. ACTIONS: Priorities identified through review of collections, plus staff and public recommendations, include three collections in need of enhancement; they are Indigenous resources, lifelong learning, and juvenile literacy materials. • In response to the Truth and Reconciliation Commission’s report, a deeper collection

of works by and about Indigenous Peoples will be developed. Acquisitions will include: books by Indigenous authors, for adults and children; and works about Indigenous people’s history in Canada, with an emphasis on the Indigenous viewpoint. This will more clearly reflect Windsor’s Indigenous population, and provide the remainder of the community with background information to understand the TRC.

• Book Club kits promote lifelong learning and epitomize the library’s commitment to enrich our community by providing resources.

• Findaway Launchpads contain educational software on self-contained devices and bridge the digital divide while providing secure electronic learning opportunities.

4. FINANCIAL MATTERS:

Format No. items Cost/item Total cost Indigenous resources: Adult Children

145 231

$20 $13

$2900.00 $3003.00

Book Club kits 13 $250 $3250.00 Launchpad 20 $115 $2300.00 TOTAL $11453.00

5. RECOMMENDATION

Prepared by: N. Peel, Public Service Manager, Collections Kitty Pope, CEO

Moved by____________________________ Seconded by___________________________ THAT the Windsor Public Library Board APPROVE this report and AUTHORIZE the release of $11,453.00 from the Discard Reserve Fund for the purchase of materials described herein.

Windsor Public Library Board Operational Policy Report

Public Internet Use

Thursday August 17, 2017

1. OBJECTIVES: To propose to the Windsor Public Library Board additions to the current Operational Policies regarding the use of public access computers.

2. BACKGROUND:

All WPL policies are based on the Public Libraries Act, R.S.O.1990, C.p44, and appropriate City of Windsor policies. The Board has been working on drafting all new policies since 2014 and the process includes three phases.

3. ADDITIONS TO THE INTERNET USE POLICY:

At the June 20, 2017 Board meeting, the following proposed additions to the O-16 Public Internet Use Policy were accepted by the Board in principle (Motion # 62.17). Add:

3.3.4 WPL reserves the right to implement and enforce usage procedures including: set time limits, ask customers to limit their time on a public computer, adjust time allocations, amend computer schedules, plus withdraw access privileges for those who do not comply with rules, regulations, staff directions or service provider agreements.

3.3.6 The Internet is not a secure medium. WPL does not assume any responsibility for the security or privacy of any on-line transactions. Customers are advised to exercise caution when viewing or transmitting personal information.

The revised policy was posted on the WPL website. There were no public comments.

Phase Board action Status 1 Board reviews and accepts policies in principle

Completed

2 Policies publicly posted for 30 days on the WPL website, inviting public comment

Completed

3 Board formally accepts the new policies by a “ 2/3 majority of the votes cast at a duly constituted Board meeting”

Pending

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4. RECOMMENDATION:

Moved by _________________ Seconded by _________________ THAT the Windsor Public Library Board accepts the additions to the Operational Policy Report - Public Internet Use as proposed.

Prepared by: Kitty Pope, CEO kpope@windsorpubliclibrary.com

Windsor Public Library Board Windsor Public Library Policy Report #2

Thursday August 17, 2017

1. OBJECTIVES: To propose to the Windsor Public Library Board (WPLB)

The final ten Operational Policies that reference the new Amending Agreement Update the Governance Policies that reference the new Amending Agreement Provide the first triennial review of WPL Foundation Policies.

2. BACKGROUND:

Policies are defined as a set of principles to guide decision making; they are a “high level what and why statement of intent” and are the responsibility of the WPLB. WPL is guided by a series of Foundation, Governance and Operational policies that are based on the:

Public Libraries Act, R.S.O.1990,C.p44; Operating Agreement of December 9, 2015 and the new Amending Agreement of

March 21, 2017 with the City; Appropriate City of Windsor policies.

The WPLB has been working on drafting new policies since 2014. The current policies can be found at WPL policies. The final ten proposed Operational Policies are based on comparisons with policies from Toronto, London, Vaughan and Hamilton public libraries and the SOLS Trillium master policies, and were developed using the City’s Policy on Policies Framework and reviewed by City staff.

Once accepted in principle by the Board, policies are publically posted for 30 days on the WPL website for public comment and then “formally accepted by a 2/3 majority of the votes cast at a duly constituted Board meeting” and then posted on the WPL website @ WPL Policies. All policies are reviewed by the WPLB on a three year cycle.

3. OPERATIONAL POLICIES:

The following chart of the final ten Operational policies outlines how they connect to and are supported by City policies. A complete set of proposed new policies is appended to this report.

Policy # of Policies

Passed by the Board Board Review Date

Foundation

6 February 2015 2018

Governance

7 March 2016 2019

Operational 12 10

July 2016 2017

2019 2020

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# Name of Policy Type Content

O-2 Communications Policy

New The WPLB is responsible for communications. The policy defines WPL communications as “accurate, clear, effective, focused and respectful.”

O-3 Advertising Policy New The WPLB is responsible for advertising. The policy defines WPL advertising as “accurate, clear, focused, respectful and effective”

O-6 Hours of Operation Policy

New The WPLB is responsible for establishing hours of operation based on community need, usage and funding.

O-7 Human Resources Policy

New Based on the new Amending Agreement, 3 (a) iii 6, clarifies the WPLB and City HR roles and responsibilities. The City is responsible for labour relations and collective bargaining assistance, health and safety, disability management, staff training. WPLB is responsible for recruiting, grievance administration, employee discipline, performance evaluations plus formulation and maintenance of job descriptions.

O-8 Insurance and Risk Management Policy

New Based on the new Amending Agreement, 3 (a) iii 8, clarifies WPLB and City roles and responsibilities re insurance and risk management, which follow City policies.

O-9 Legal Services Policy

New Based on the new Amending Agreement, 3 (a) iii 1, clarifies WPLB and City roles and responsibilities re: legal services and allows for external legal advice.

O-17 Purchasing Policy New Based on the new Amending Agreement, 3 (a) iii 5, clarifies WPLB and City roles and responsibilities re: purchasing, which follow the City Purchasing Bylaw.

O-20 Construction Project Management Policy

New Based on the new Amending Agreement 3, (a) iii 4, clarifies the WPLB and City roles and responsibilities re: construction project management; which follow City policies.

O-21 Information Technology Policy

New Based on the new Amending Agreement 3, (a) iii 7, clarifies the WPLB and City roles and responsibilities re: Information Technology, which follow City policies.

0-22 Finance Policy Old Formerly G-7 in the Governance section, moved to the Operations section with no changes.

4. GOVERNANCE POLICIES:

The following Governance Policy amendments are proposed to: Reflect the new Amending Agreement with the City. Reduce the notice time required for citizens to request appearing before the Board

from 7 days to 3 days. This is recommended to conform to the City policy of 3 days' notice to address City council.

Add a Vice Chair position to the Board composition. This is recommended to: Allow meetings to proceed in the absence of the Board Chair; Provide an opportunity for Board members to learn how to chair a meeting; Reflect the Board composition of similarly sized public libraries in Ontario.

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* Population: 2016 census data

** PLA stipulates: “A public library board shall be composed of at least 5 members appointed by the municipal board. The number of Council members on the board.... one less than a majority of the board.

*** WPL Policy G-3 2.1 :

...Board is composed of at least 5 individuals appointed by City Council. a) at least one member of Council b) a majority of citizen appointments approved by Council

A complete set of revised Governance policies is appended to this report.

Policy Name of Policy

Section Proposed Amendments

G-1 Statement of Authority and Principles of Governance

2.3

3.5 b)

Reformat Revise to reflect the new Amending Agreement, Recital C

and remove reference to the library as “akin to a City department”.

Sustainable short and long term planning Add “and innovation”

G-3 Board Composition

5.1

6.2

Add Scope section Revise to read:

“The Windsor Public Library has 4 officers: Chair, Vice Chair, Secretary and Treasurer. The Chair and Vice Chair shall be elected annually from among its members.”

“Vice Chair responsibilities. ‘In the absence of the Chair the Vice Chair shall assume all the duties of the Chair’.”

G-4 Board Meetings

12

Delegations revised to: “Reduce the notice time required to appear before the

Board from 7 days notice to 3 days.” G-5 Board Policy

Development & Maintenance

Revise & Reformat

Reference the Amending Agreement and City policy

Ontario Public Library Board Composition Public Library Board

Barrie area

Guelph Hamilton area

Kitchener London Waterloo Windsor

Population * 197,058 131,794 747,545 233,222 383,822 98,780 217,188 Board

Citizens 6 9 9 9 7 8 5 Councillors 2 1 2 2 2 1 4

Total Board Composition**

8 10 11 11 9 9 9

Chair 1 1 1 1 1 1 1 Vice Chair 1 1 1 2 0 1 0 Board Members / Population

1 / 24,632

1 / 13,179

1 / 67,959

1 / 21,202

1 / 42,646

1 / 10,975

1 / 24,132

Gender Female 4 7 8 8 5 7 4 Male 4 3 3 3 4 2 5

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5. FOUNDATION POLICIES: The following Foundation Policy amendments are a result of the first triennial review of WPL Foundation Policies which were first drafted in 2014-2015. They have been reformatted to comply with more recent policies and are intended to: Reflect the new Amending Agreement with the City; Add “learning, innovation and discovery” to the vision and values statements.

WPL staff was consulted re changes to the Foundation policies. A complete set of revised Foundation policies is appended to this report.

Policy Name of Policy Proposed Amendments F-1 Mission

Statement Reformat

Add Purpose and Scope sections to be consistent with newer policies

F-2 Vision Statement

Reformat and Revise

Add Purpose and Scope sections to be consistent with newer policies Add ....where reading, learning and discovery are....

F-3 Values Statement

Reformat and Revise

Add Purpose and Scope sections to be consistent with newer policies Add e) ....communications and actions, while supporting intellectual freedom

F-4 Customer Service Pledge

Reformat and Revise

Add Purpose and Scope sections to be consistent with newer policies Add.... Encouraging innovation and discovery

F-5 Intellectual Freedom

Reformat

F-6 Material Selection Policy

Reformat

6. ACTIONS:

The following actions are recommended 1) The WPL Board accept in principle the proposed Operational Policies and

amended Governance and Foundation Policies. 2) Publically post the proposed new and revised policies with the intent, at the next

Board meeting, of approving the policies. 3) Once the new policies are passed, Administration will post and review them with

staff.

This will complete the 2.5 year policy drafting phase. The WPL Board can now move into an annual review and maintenance phase.

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7. RECOMMENDED MOTIONS:

Moved by ___________________________Seconded by___________________________ THAT the Windsor Public Library Board accepts in principle the proposed additions and revisions to the Foundation, Governance and Operational Policies as presented/amended. Moved by ___________________________Seconded by___________________________ THAT the Windsor Public Library Policy Report #2 of August 17, 2017 be accepted as presented/amended.

Prepared by: K. Pope, CEO Reviewed by:

Policy Type: Operational

Policy Number: O - 2

Policy Title: Communications Policy

Policy Approved: September 2017 Next Review: 2020

O-2 Communications Policy Page 1 of 3

1. PURPOSE 1.1 The Windsor Public Library Board recognizes the fundamental importance of

communication with the community, partners, volunteers and employees. The purpose of the Windsor Public Library Communications Policy is to ensure that Windsor Public Library communications are accurate, clear, effective, focused and respectful.

1.2 The Windsor Public Library Board values the role of communications to: (1) Engage and consult with the community; (2) Share information and “tell our story”; (3) Celebrate the value of public libraries to the community; and (4) Provide operational, administrative and Board transparency.

2. SCOPE

2.1 The Windsor Public Library Board supports the Canadian Copyright Act; the Canadian Charter of Rights and Freedoms which states that everyone has freedom of thought, belief, opinion and expression; the Canadian Criminal Code; Ontario Human Rights Code; City of Windsor Policies, and other legislation governing access to intellectual property and communication of information.

2.2 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of public library services in Windsor. The Communications Policy provides a framework for the effective and timely delivery of communications and promotes the WPL Mission, Vision, Values and Customer Service Pledge: WPL Values Statement - Integrity “WPL values direct and honest communications and actions.” WPL Customer Service Pledge “Engaging in timely, direct and honest communications.”

2.3 The Windsor Public Library Board is responsible for library communications, including: a) External communications about or on behalf of Windsor Public Library; b) Internal communication about and on behalf of the Windsor Public Library; c) All forms and channels of communications.

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3. POLICY 3.1. The Windsor Public Library Board Communication Policy will:

a) Support the Windsor Public Library Mission, Vision and Values Statements, plus the Customer Service Pledge and WPL Polices;

b) Support intellectual freedom while protecting privacy rights; c) Provide accurate, clear, focused and respectful communication; d) Represent the diverse nature of the community; e) Reflect the value of accessibility and comply with accessibility legislation and

standards; f) Provide information in different formats and communication channels; g) Work with community partners to communicate possible community news, threats or

hazards to public health and safety.

3.2. Corporate Identity 3.3.1 Windsor Public Library Board will maintain a clear and consistent corporate

identity and branding to help the community recognize and understand the library plus encourage the use of library resources, programs and services.

3.3.2 The Windsor Public Library Board is the sole controller of any brand initiations, logos, word marks or associated identifiers of the WPL. Windsor Public Library Board authorization is required for any changes to the WPL corporate identity.

3.3. Official Spokespersons

3.3.3 The Chair of the Windsor Public Library Board speaks on behalf of the WPL with regard to legal issues, Board decisions and corporate information. The CEO or designate is the spokesperson with regard to WPL operations, corporate information or other issues as directed.

3.3.4 Employees will communicate openly and on a regular basis with members of the public about resources, programs, services and initiatives.

3.4 Library-Owned Intellectual Content

3.4.1 All intellectual content created by the Windsor Public Library Board or employees on behalf of WPL are owned by the Windsor Public Library and the Windsor Public Library Board is the copyright holder. This includes information about the library and its services, programs and initiatives. It includes content in all formats and content posted on WPL online and social media channels.

3.4.2 With authorization from the CEO or designate, WPL content may be reproduced by other agencies or partners with appropriate acknowledgement.

3.5 Social Media

3.5.1 Social media includes any web application, account, or site used for online publishing, discussions, file sharing, and social networking. The Windsor Public

O-2 Communications Policy Page 3 of 3

Library Board supports the use of social media, while recognizing the need to protect the organization’s image.

3.5.2 The Windsor Public Library’s social media applications/profiles are the intellectual property of the library and not of the individual tasked with maintaining them.

3.5.3 Posting from external contributors to the Windsor Public Library’s social media channels may be removed when the content of the posting is illegal, offensive or considered malicious or destructive rather than a constructive contribution to a conversation.

Policy Type: Operational

Policy Number: O- 3

Policy Title: Advertising Policy

Policy Approved: September 2017 Policy Reviewed: 2020

O-3 Advertising Policy Page 1 of 2

1. PURPOSE 1.1 The Windsor Public Library Advertising Policy provides a framework of guidance with

regard to library advertising and the process by which advertising is managed. The purpose of the Windsor Public Library Advertising Policy is to ensure Windsor Public Library advertising is accurate, clear, focused, respectful and effective.

2. SCOPE 2.1 The Windsor Public Library Board supports the Canadian Copyright Act; the Canadian

Charter of Rights and Freedoms which states that everyone has freedom of thought, belief, opinion and expression; the Canadian Criminal Code; Code of Conduct; Canadian Code of Advertising Standards, City of Windsor Policies and other legislation governing access to intellectual property and communication of information.

2.2 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of public library services in Windsor. The Advertising Policy provides a framework for the effective and timely delivery of advertising and promotes the WPL Mission, Vision, Values and Customer Service Pledge: WPL Values Statement - Integrity “WPL values direct and honest communications and actions.” WPL Customer Service Pledge “Engaging in timely, direct and honest communications.”

2.3 The Windsor Public Library Board Communications Policy is fundamental to the effectiveness of the Windsor Public Library Advertising Policy.

3. POLICY 3.1 The Windsor Public Library Board is responsible for library advertising, including:

a) External advertising about or on behalf of Windsor Public Library; b) Internal advertising on or about Windsor Public Library; c) All forms and channels of communications.

3.2 The Windsor Public Library’s advertising activities will:

a) Support the Windsor Public Library Mission, Vision and Values Statement, plus the Customer Service Pledge and WPL Policies;

b) Support intellectual freedom, while protecting privacy rights; c) Provide accurate, clear, respectful, focused and effective advertising;

O-3 Advertising Policy Page 2 of 2

d) Reflect the value of accessibility and comply with accessibility legislation and standards;

e) Represent the diverse nature of the community; f) Advertise in different formats and communication channels.

3.3 The Advertising Policy does not apply to:

a) Sponsorship - see Naming, Donation and Sponsorship Policy (O-12); b) Naming - see Naming, Donation and Sponsorship Policy (O-12); c) In-branch distribution of non-commercial materials; d) Philanthropic gifts, donations or grants; e) Government grants or funds; f) Advertising targeted to children in the following categories: books or other material in

the library’s collections, government advertisements, and public service announcements.

3.4 The Windsor Public Library’s advertising activities: a) Protect the confidentiality of customer records as governed by the Municipal

Freedom of Information and Protection of Privacy Act and the library’s Protection of Privacy and Access to Information Policy (F-7);

b) Shall be consistent with, and complementary to, other related library policies and programs

3.5 Advertising must be appropriate for all ages, in keeping with the library’s goal of creating a welcoming and courteous environment.

3.6 The Windsor Public Library will not accept the following types of advertising content: a) Advertising that detracts from the library’s public image or could place the library at

the centre of a controversy or a sensitive issue; b) Advertising that is, in the discretion of the Chief Executive Officer, considered of

questionable taste, content or method of presentation; c) Advertising that is partisan or political in nature; d) Advertising that is religious or promotes religious beliefs; e) Personal ads or notices, and notices of items for sale or rent; f) The promotion of tobacco, alcohol or drug companies and products; g) The promotion of pledges, forms or petitions; h) Fundraising, unless authorized by the CEO or designate; i) Commercial advertising primarily targeted to children, including but not limited to

commercial advertising of food or games directed to children.

Policy Type: Operational

Policy Number: O - 6

Policy Title: Hours of Operation Policy

Policy Approved: September 2017 Next Review: 2020

O-6 Hours of Operation Policy Page 1 of 1

1. PURPOSE 1.1 The Windsor Public Library Hours of Operation Policy is intended to provide a framework

for establishing appropriate and consistent library hours of operation.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of public library services in Windsor, including hours of operation and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Mission Statement “The mission of the WPL is to enrich our community by providing access to resources that inform and entertain.”

2.2 The Hours of Operation Policy applies to all locations, to all employees, special project staff and volunteers.

3. POLICY 3.1 The Windsor Public Library Board establishes through the annual budget process, the

hours of operation for the library system based on community need, usage and funding.

3.2 The authority to open or close the library system or any branch in the event of an emergency or inclement weather shall be vested in the Board Chair or designate in consultation with the City of Windsor. Windsor Public Library shall provide public notice of such closures and re-openings.

Policy Type: Operational

Policy Number: O - 7

Policy Title: Human Resources Policy Policy Approved: September 2017 Policy Reviewed: 2020

O-7 Human Resources Policy Page 1 of 4

1. PURPOSE 1.1. The Windsor Public Library Board is accountable to the community for the Human

Resources of the Windsor Public Library. The Windsor Public Library Board will ensure adequate human resource reporting and controls are in place to fulfill the Windsor Public Library mission and deliver excellent public library service.

1.2. The Windsor Public Library Human Resources Policy is intended to provide a

framework for the delivery of Human Resource services to comply with the requirements of the Public Libraries Act, R.S.O.1990,C.P44, 15 (1) & (2), 22 (1) & (2), and the CUPE 2067.1 Employment Contract.

2. SCOPE

2.1 The Windsor public Library Board supports the Canadian Charter of Rights and Freedoms; Canadian Criminal Code; Ontario Human Rights Code; Employers and Employees Act, R.S.O. 1990, c. E.12; Employment Standards Act, 2000, S.O.2000, c.41 and the Labour Relations Act 1995, S.O.1995, c.1 Sched. A .

2.2 The Windsor Public Library Board within the meaning of the Public Libraries Act, R.S.O.1990,C.P44 provides governance and management of public library services in Windsor.

2.3 As per the Windsor Public Library/City Amending Agreement of March 21, 2017:

10. Section 3(a) “(iii) Provide upon request of the Board and subject to the concurrence of the City acting reasonably, at no cost to the Board, the following services:

6. Human resources including, labour relations and collective bargaining assistance, health and safety, disability management, staff training services or any other similar service requested by the Board;

as the Board determines, in consultation with the City, to be necessary or appropriate to operate the Library.”

O-7 Human Resources Policy Page 2 of 4

2.4 The Windsor Public Library Board Human Resources Policy applies to all employees, volunteers and agents and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Values Statement “WPL values and respects its customers, partners, volunteers and staff.”

3. PURPOSE

3.1 Employees 3.1.1 The Board of the Windsor Public Library recognizes that employees are the

library’s most valuable asset. A knowledgeable and skilled workforce is essential to the accomplishment of the Library’s mission and strategic directions.

3.1.2 The Windsor Public Library staff complement includes:

a) Chief Executive Officer b) Non-Union Employees:

i. Management/Administrative -Terms and conditions of employment are set out in the policies, procedures and programs as established by the Windsor Public Library Board.

ii. Pages, Casual and Supply Staff - Terms and conditions of employment are established by the Windsor Public Library Board.

c) Unionized Employees - Terms and conditions of employment for unionized employees are set out in the collective agreement with CUPE Union 2067.1 as well as WPL policies and procedures. As part of collective bargaining, changes or amendments to the collective agreement must be ratified by the Windsor Public Library Board.

3.2 The Windsor Public Library Board co-operates with the City of Windsor with regard to the following Human Resource services:

a) Labour Relations and Collective Bargaining; b) Health and Safety Management; c) Disability Management; d) Staff Training Services; e) Or any similar service requested by the Windsor Public Library Board.

3.3 The Windsor Public Library Board is responsible for:

a) Recruitment; b) Grievance Administration; Employee Discipline; c) Performance Evaluation; d) Job Description; e) Library Specific Orientation and Job Training.

3.4 Recruitment 3.4.1 Recruitment is the responsibility of the Windsor Public Library Board, and is delegated to the CEO or designate, with support from the City of Windsor.

O-7 Human Resources Policy Page 3 of 4

3.4.2. The Windsor Public Library Board is committed to a fair and equitable recruitment, selection, and hiring process. The Windsor Public Library Board is also committed to establishing effective procedures to ensure that Windsor Public Library attracts and retains the best candidates.

3.4.3 Selection of the “best candidate for the job” will be based on a variety of factors including: education, experience, skills and knowledge; job testing and interviews.

3.4.4 All job interviews will be conducted by a Hiring Committee and authorized by the CEO or designate.

3.4.5 The criteria for filling positions at the Windsor Public Library will be assessed based on an analysis of the current and anticipated future needs of the Windsor Public Library.

3.4.6 Any change to staffing levels which exceeds the approved salary budget envelope must be approved by the Windsor Public Library Board.

3.4.7 The CEO shall monitor the staffing levels and authorize the commencement of recruiting, candidate hiring.

3.5 Grievance Administration and Employee Discipline 3.5.1 Grievance administration and employee discipline is the responsibility of the Windsor Public Library Board, delegated to the CEO, with support from the City of Windsor.

3.5.2. The Windsor Public Library Board is committed to fair and equitable grievance and disciplinary procedures.

3.6 Performance Evaluation 3.6.1 Performance evaluations are the responsibility of the Windsor Public Library Board, delegated to the CEO or designate, with support from the City of Windsor.

3.6.2. The Windsor Public Library Board is committed to fair and equitable performance evaluations.

3.7 Job Description 3.7.1 Job descriptions are the responsibility of the Windsor Public Library Board, delegated to the CEO or designate, with support from the City of Windsor.

3.7.2. The Windsor Public Library Board is committed to establishing fair and equitable job descriptions.

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3.8 Library Specific Staff Orientation and Job Training 3.8.1 Library specific staff orientation and job training are the responsibility of the Windsor Public Library Board, delegated to the CEO or designate, with support from the City of Windsor.

3.8.2. The Windsor Public Library Board is committed to provide employee orientation and training.

3.9 Employee Records 3.9.1 It is the responsibility of the Windsor Public Library Board to maintain current, confidential employee records to meet statutory requirements.

3.9.2 Employee records are kept in a secure filing cabinet in a secure location. All electronic records are password protected.

Policy Type: Operational

Policy Number: O – 8

Policy Title: Insurance and Risk Management ----------------Policy

Policy Approved: September 2017 Next Review: 2020

O-8 Insurance and Risk Management Policy Page 1 of 1

1. PURPOSE 1.1. The Windsor Public Library Insurance and Risk Management Policy is intended to

provide a framework and guidelines for system wide insurance services and risk management.

2. SCOPE 2.1. The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990,C.P44 provides governance and management of public library services in Windsor; and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Values Statement - Integrity “We are committed to conducting business in an ethical and transparent manner”.

2.2. As per the Windsor Public Library/City Amending Agreement of March 21, 2017: 10. Section 3(a) “(iii) Provide upon request of the Board and subject to the concurrence of the City acting reasonably, at no cost to the Board, the following services:

8. Insurance and risk management services; as the Board determines, in consultation with the City, to be necessary or appropriate to operate the Library.”

2.3. The Insurance and Risk Management Policy applies to all employees, volunteers and agents.

3. POLICY

3.1. In fulfilling this responsibility the Windsor Public Library Board follows the City of Windsor Enterprise Risk Management Policy which is supported by City and Windsor Public Library employees.

Policy Type: Operational

Policy Number: O - 9

Policy Title: Legal Services Policy

Policy Approved: September 2017 Next Review: 2020

O-9 Legal Services Policy Page 1 of 1

1. PURPOSE 1.1. The Windsor Public Library Legal Services Policy is intended to provide a framework for

the delivery of legal services to the Windsor Public Library Board.

2. SCOPE 2.1. The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990,C.P44 provides governance and management of public library services in Windsor; and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Values Statement – Integrity “We are committed to conducting business in an ethical and transparent manner.”

2.2. As per the Windsor Public Library/City Amending Agreement of March 21,2017: 10. Section 3(a) “(iii) Provide, upon request of the Board and subject to the concurrence of the City acting reasonably, at no cost to the Board, the following services:

1. Legal services;

as the Board determines, in consultation with the City, to be necessary or appropriate to operate the Library.”

2.3. The Legal Services Policy applies to all employees, volunteers and agents.

3. POLICY 3.1. The Windsor Public Library Board accesses legal services using a variety of providers

depending on the issue and needs. 3.2. As per the WPL/City Service Agreement:

3.2.1. The Windsor Public Library Board may, subject to the concurrence of the City, seek assistance and advice from the City of Windsor Legal Department for issues such as labour management and arbitration. 3.2.2. The Windsor Public Library Board may also seek assistance and advice from an external lawyer for issues such as compliance, litigation and governance issues.

Policy Type: Operational

Policy Number: O - 17

Policy Title: Purchasing Policy

Policy Approved: September 2017 Next Review: 2020

O-17 Purchasing Policy Page 1 of 1

1. PURPOSE 1.1. The Windsor Public Library Purchasing Policy is intended to provide a framework and

guidelines with regard to the purchasing of library goods and services.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990,C.P44 provides governance and management of public library services in Windsor and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Values Statement – Community “WPL values team work, partnerships and serving the community.” WPL Values Statement – Accountability “We are committed to providing efficient use of public funds and resources.”

2.2 As per the Windsor Public Library/City Amending Agreement of March 21,2017: 10. Section 3(a) “(iii) Provide upon request of the Board and subject to the concurrence of the City acting reasonably, at no cost to the Board, the following services:

5. Purchasing services, provided the Board elects to utilize a purchasing policy matching that of the City’s;

as the Board determines, in consultation with the City, to be necessary or appropriate to operate the Library.”

2.3 The Purchasing Policy applies to all employees, volunteers and agents.

3. POLICY

3.1 The Purchasing Policy applies to the purchase of library goods and services with the exception of purchasing library resources (e.g. books, DVD, etc.). In fulfilling this responsibility the Windsor Public Library Board follows the City of Windsor Purchasing Bylaw which is supported by City and WPL employees.

Policy Type: Operational

Policy Number: O - 20

Policy Title: Construction Project Management Policy

Policy Approved: September 2017 Next Review: 2020

O-20 Construction Project Management Policy Page 1 of 1

1. PURPOSE 1.1. The Windsor Public Library Construction Project Management Policy is intended to

provide a framework and guidelines with regard to library building or renovation project management.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990,C.P44 provides governance and management of public library services in Windsor; and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Values Statement – Accountability “We are committed to providing efficient use of public funds and resources”.

2.2 As per the Windsor Public Library/City Amending Agreement of March 21, 2017: 10. Section 3(a) “(iii) Provide, upon request of the Board and subject to concurrence of the City acting reasonably, at no cost to the Board, the following services: 4. Construction Project Management services; as the Board determines, in consultation with the City, to be necessary or appropriate to operate the Library.”

2.3 The Construction Project Management Policy applies to all employees, volunteers and agents.

3. POLICY 3.1 The Windsor Public Library Board with assistance from the City of Windsor is

responsible for the construction and project management of the Windsor Public Library. In fulfilling this responsibility the Windsor Public Library follows the City of Windsor’s Project Management and Methodology Policy which is supported by City and WPL employees.

Policy Type: Operational

Policy Number: O-21

Policy Title: Information Technology Policy

Policy Approved: September 2017 Policy Reviewed: 2020

O-21 Information Technology Policy Page 1 of 2

1. PURPOSE 1.1 The Windsor Public Library Information Technology Policy provides a framework and

guidelines for system wide information technology services.

1.2 The purpose of the Information Technology Policy is to establish clear responsibility and authority for the provision of services and the protection of information assets, software and hardware in all locations.

2. SCOPE 2.1 The Windsor Public Library Board supports the Canadian Copyright Act; the Canadian

Charter of Rights and Freedoms, which states that everyone has freedom of thought, belief, opinion and expression; the Canadian Criminal Code; and other legislation governing access to intellectual property and communication of information.

2.2 The Windsor Public Library Board within the meaning of the Public Libraries Act, R.S.O.1990,C.P44 provides governance and management of public library services in Windsor; and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Values Statement - Integrity “We are committed to conducting business in an ethical and transparent manner”.

2.3 As per the Windsor Public Library/City Amending Agreement of March 21, 2017: Section 3(a) “(iii) Provide upon request of the Board and subject to the concurrence of the City acting reasonably, at no cost to the Board, the following services:

7. Information technology services; as the Board determines, in consultation with the City, to be necessary or appropriate to operate the Library.”

2.4 The Information Technology Policy applies to all employees, customers, volunteers and agents.

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3. POLICY 3.1 The Information Technology Policy applies to all Windsor Public Library Information

Technology goods and services. 3.2 In fulfilling this responsibility the Windsor Public Library follows the City of Windsor

Information Security Policy which is supported by the City and Windsor Public Library employees.

O-22 Finance Policy Page 1 of 4

Policy Type: Operational

Policy Number: O-22

Policy Title: Finance Policy Policy Approved: September 2017 Policy Reviewed: 2020

1. PURPOSE

1.1 The Windsor Public Library Board is accountable to the community for the financial affairs of the Windsor Public Library. The Windsor Public Library Board will ensure adequate financial and reporting controls are in place to fulfill the Windsor Public Library mission and deliver excellent public library service.

1.2 The Windsor Public Library Finance Policy is intended to provide a framework for delivery of financial service and to clarify financial guidelines to comply with the requirements of the Public Libraries Act, R.S.O.1990, C.P44 24 (1) d, (2),(3); 30, 39 (a), (b):41.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of Windsor Public Library finances.

2.2 As per the Windsor Public Library/City Amending Agreement of March 21, 2017: 10. Section 3(a) “(iii) Provide upon request of the Board and subject to the concurrence of the City acting reasonably, at no cost to the Board, the following services:

2. Financial services; as the Board determines, in consultation with the City, to be necessary or appropriate to operate the Library.”

2.3 The Windsor Public Library Board supports the following City of Windsor Finance Policies: Accounts Receivable Billing Policy, Purchasing Bylaw, Cash Receipts Control Policy, Purchasing Card Program Policies, Tangible Capital Assets Policy, Travel and Business Expense Policy and Fraud and the Misuse of Assets Policy.

2.4 The Windsor Public Library Board Finance Policy applies to all employees, volunteers and agents and reflects the WPL Mission, Vision and Values: Values Statement – Accountability “WPL values wise planning and responsible stewardship.” “We are committed to providing efficient use of public funds and resources.”

O-22 Finance Policy Page 2 of 4

Values Statement – Integrity “WPL values direct communications and actions.” “We are committed to conducting business is an ethical and transparent manner.”

3. POLICY 3.1 Windsor Public Library Board co-operates with the City of Windsor for the provision of

Financial Services.

3.2 The Windsor Public Library Board delegates responsibility for: 3.2.1 Internal audit, and 3.2.2 Insurance risk management, to the City of Windsor Policies.

3.3 The Windsor Public Library Board is responsible for financial long range planning,

reserve funds, budget estimates, and budget implementation and oversight.

3.4 Reserve Funds 3.4.1 The Windsor Public Library Board will assure fiscal viability through the

establishment and maintenance of reserve funds.

3.5 Financial Year 3.5.1 The financial year of the Windsor Public Library Board shall be from January 1 to

December 31 each year.

3.6 Audit 3.6.1 As per the Windsor Public Library/City Amending Agreement of March 21, 2017:

Section 3(a) “(iii) Provide upon request of the Board and subject to the concurrence of the City acting reasonably, at no cost to the Board, the following services:

3. Internal audit services; as the Board determines, in consultation with the City, to be necessary or appropriate to operate the Library.”

3.6.2 The accounts of the Windsor Public Library Board shall be audited by auditors

approved by the Board and the City of Windsor at the conclusion of each financial year. The audited financial statement shall be provided to the City of Windsor and the Province of Ontario.

3.6.3 In accordance with the Public Libraries Act, RSO 1990, chapter P44, section 24 (7), the accounts of the Board shall be audited by a person appointed under section 296 of the Municipal Act, S.O. 2001, c. 25 and submitted to the council annually.

O-22 Finance Policy Page 3 of 4

3.6.4 An audit may also be undertaken, at such other times as the Windsor Public Library Board or City direct.

3.7 Expense Reimbursement of Board Members and Employees

3.7.1 Windsor Public Library Board members and employees may be reimbursed as per the City of Windsor policy for travel and other expenses incurred in carrying out assigned duties.

3.8 Signing Authority and Bank Accounts 3.8.1 As per the Public Libraries Act, R.S.O. 1990, chapter P44, section 15 (4b), the

Treasurer will open accounts in the name of the Windsor Public Library Board in a chartered bank, trust company or credit union approved by the Board. a) Contracts/Agreements - two of the following are designated as signing

authorities with respect to contracts / agreements: Board Chair, Treasurer, CEO, Director of Corporate Services, or Manager of Finance.

b) Financial Transactions - two of the following are designated as signing authorities with respect to any financial transactions: CEO, Director of Corporate Services, Manager of Finance, Manager of Collections or Manager of Board Operations.

3.9 Financial Monitoring 3.9.1 The Windsor Public Library Board monitors the finances to ensure the ongoing

financial position of the library is consistent with the priorities approved by the City of Windsor and the Board.

3.9.2 In accordance with the Public Libraries Act, s.24(7), the accounts of the Board shall be audited, by a person appointed under section 296 of the Municipal Act, S.O.2001, c.25 and submitted to the council annually on or before the date specified by the council.

3.9.3 The CEO will submit a copy of the financial statement to the provincial Ministry responsible for libraries as part of the requirements to complete the Ontario Public Libraries Annual Survey.

3.10 Budget 3.10.1 In accordance with the Public Libraries Act, R.S.O. 1990, chapter P44, section 24

(1), annually the Windsor Public Library Board shall submit to City council, Capital and Operating budget estimates.

3.10.2 The CEO is authorized to operate the Windsor Public Library within the approved budget allocations.

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3.11 Gifts and Donations 3.11.1 Grants - The Windsor Public Library Board recognizes the importance of

accessing alternative revenues.

3.11.2 Gifts in Kind - Windsor Public Library may accept unsolicited materials on the understanding that Windsor Public Library Board has unconditional ownership of materials. For further information see the Windsor Public Library Collection Development Policy.

3.11.3 Monetary Gifts - are accepted by the Windsor Public Library Board. Monetary gifts can be either conditional e.g. to purchase books, or unconditional e.g. for the support of the Windsor Public Library.

Policy Type: Governance

Policy Number: G-1

Policy Title: Statement of Authority and Principles of Governance Policy

Policy Approved: September 2017 Policy Reviewed: 2020

G-1 Statement of Authority and Principles of Governance Page 1 of 2

1. PURPOSE 1.1 The Windsor Public Library Board is legally responsible for the Windsor Public Library by

ensuring that it operates in accordance with the Public Libraries Act, R.S.O. 1990, chapter P.44 as amended. The Statement of Authority and Principles of Governance Policy defines the legal authority of the Windsor Public Library Board.

2. SCOPE

2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act, R.S.O.1990, c. P.44, provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board supports the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, and other laws governing intellectual property.

2.3 The Statement of Authority and Principles of Governance Policy applies to all Windsor Public Library Board members, employees, volunteers and agents; supports the principles of universal and equitable access and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Mission Statement “The mission of the WPL is to enrich our community by providing access to resources that inform and entertain.” “We believe in the freedom to read, learn and discover.”

3. POLICY

3.1 In accordance with the Public Libraries Act, R.S.O.1990, chapter P 44, section 3 (1), the council of the municipality of Windsor established the Windsor Public Library by the adoption of municipal bylaw # 829 July 9, 1894.

3.2 In accordance with the Public Libraries Act, R.S.O.1990, chapter P 44, section 3 (3), the

Windsor Public Library is governed by the Windsor Public Library Board with charitable status #108215567 RR0001.

3.3 As per City Council resolution CR243/2013, the Operating Agreement of December 9,

2014, and the Amending Agreement of March 21, 2017, the Windsor Public Library is a distinct entity overseen by the Windsor Public Library Board and supported by the City of Windsor and the Province of Ontario.

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3.4 The official records of the Windsor Public Library Board are kept at the Windsor Public Library Central Branch.

3.5 The Windsor Public Library Principles of Governance requires decisions that are based on

data and are in the best interest of the Windsor Public Library, including: a) Accurate and transparent financial accountability; b) Sustainable short and long term planning and innovation; c) Continuous community engagement; d) Supporting excellent customer service; e) Maintaining a healthy and safe workplace.

Policy Type: Governance

Policy Number: G-2

Policy Title: Board Purpose, Powers and Duties Policy

Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Windsor Public Library Board is committed to data based, efficient and effective

decision making and to support the mission of the Windsor Public Library.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, chapter P.44, provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board supports the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, and other laws governing intellectual property.

2.3 The Board Purpose, Powers and Duties Policy applies to all Windsor Public Library Board members, employees, volunteers and agents; supports the principles of universal and equitable access and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Mission Statement “The mission of the WPL is to enrich our community by providing access to resources that inform and entertain.” “We believe in the freedom to read, learn and discover.”

3. POLICY 3.1 The purpose of the Windsor Public Library Board is to provide comprehensive and

efficient public library services to the residents of Windsor, as established by the Public Libraries Act, R.S.O.1990, chapter P. 44 (20) and in accordance with the Windsor Public Library mission.

3.2 All Board members have the same rights, responsibilities, authority and obligations which are categorized by the following: 3.2.1 Policies

a) Establish, review and adopt library specific policies. b) Adopt and apply Windsor Public Library and appropriate City of Windsor

policies to govern the operation of the library.

3.2.2 Planning a) Establish and monitor short and long term library planning goals, plus

innovation to promote lifelong learning, discovery, community collaboration and strengthen accountability.

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b) Establish and review; reporting mechanisms, feedback activities and metrics.

3.2.3 Advocacy a) Advocate and champion the library at all levels of government. b) Make friends, open doors and build relationships within the community.

3.2.4 Funding

a) Recommend to City Council an annual operating budget and capital forecasts.

b) Establish, adopt and review financial reports including an annual audit and annual report.

3.2.5 Reporting

a) Ensure that accurate public and financial records are kept. b) Evaluate the performance of the library.

Policy Type: Governance

Policy Number: G-3

Policy Title: Board Composition Policy Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Board Composition Policy establishes the framework and operations of the Windsor

Public Library Board.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, chapter P.44, provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board supports the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, and other laws governing intellectual property.

2.3 The Board Composition Policy applies to all Windsor Public Library Board members, employees, volunteers and agents; supports the principles of universal and equitable access and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Mission Statement “The mission of the WPL is to enrich our community by providing access to resources that inform and entertain.” “We believe in the freedom to read, learn and discover.”

3. NUMBER OF MEMBERS 3.1 As per the Public Libraries Act, R.S.O.1990, chapter P.44, the Windsor Public Library

Board is composed of at least 5 individuals appointed by City Council, including: a) At least one member of City Council. b) A majority of citizen appointments approved by City Council.

4. APPOINTMENTS

4.1 As per the Public Libraries Act, R.S.O. 1990, chapter P.44, section 10 (3) and (13), Library Board members shall be appointed for a term concurrent with the term of council. Board members must be a member of City Council or a: a) Canadian citizen; b) Resident of the City of Windsor. c) At least 18 years of age. d) Not employed by the Windsor Public Library or City of Windsor.

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4.2 As per the Windsor Public Library/City Operating Agreement the Board shall appoint the: a) City Solicitor or designate as the Board Solicitor. b) City Treasurer or designate as the Board Treasurer. c) City Clerk as the Freedom of Information/ Protection of Privacy Officer.

5. BOARD OFFICERS

5.1 The Windsor Public Library Board has four Officers; Chair, Vice Chair, Secretary and Treasurer.

5.2 The Chair and the Vice Chair shall be elected annually from among its members.

6. RESPONSIBILITIES OF: 6.1 Board Chair

a) Leads the Board, ensuring the proper conduct of Board business. b) Shall not commit the Board to any course of action in the absence of the specific

authority of the Board. c) Act as the authorized signing officer of all documents. d) Speak on behalf of the Board with re: Board discussions, planning and policies. e) Shall vote on all questions. f) The Chair may be removed from the office of Chair by a two-thirds vote of the Board. g) As per the Public Libraries Act R.S.O.1990, chapter P.44, section 14 (4) in the

absence, resignation or removal of the Chair, the Board may appoint one of its members as Acting Chair. The Acting Chair has all the responsibilities of the Chair.

6.2 Vice Chair 6.2.1 In the absence of the Chair, the Vice Chair shall assume all responsibilities of the

Chair.

6.3 Secretary 6.3.1 As per the Public Libraries Act R.S.O.1990, chapter P.44, section 15 (3) and (5)

the Board shall annually appoint the Windsor Public Library CEO as Secretary. The Secretary shall: a) Prepare and distribute Board agendas, minutes and reports. b) Maintain policies, minutes and official records. c) Advise the Chair on meeting agendas and procedures. d) Be present at all meetings of the Board.

6.4 Treasurer

6.4.1 As per Public Libraries Act R.S.O.1990, chapter P.44, section 15 and the Operating Agreement (10), the Treasurer shall: a) Receive and account for all Board funds. b) Deposit all money received on the Board’s behalf to the credit of those

accounts. c) Disburse funds as the Board directs.

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d) Advise the Board concerning Windsor Public Library budgets and financial planning.

e) Act as an authorized Signing Officer of all documents pertaining to the financial business of the Board.

7. BOARD MEMBER DUTIES 7.1 All Windsor Public Library Board members shall:

a) Attend Board meetings having reviewed the Board package. b) Participate in Board discussions and decision making. c) Advocate and champion the Windsor Public Library.

8. BOARD MEMBERS’ CODE OF CONDUCT

8.1 A Board member will be courteous to all members, delegations, volunteers and employees; and will not: a) Engage in any action or conduct which disturbs a Board meeting. b) Use unparliamentarily, inappropriate or offensive language or actions. c) Make any disturbance that disrupts or prevents others from participating in the

meeting. d) Interrupt a speaker, except to raise a Matter of Privilege or a Point of Order. e) Disobey a decision of the Chair on questions of order, practice or on the

interpretation of the rules of the Board. f) The Chair may :

Deny a member the right to speak if the member is disruptive. Expel a member from the meeting who disregards the rulings from the Chair.

8.2 All Board members shall adhere to the City of Windsor Code of Conduct for members of

Council and Local Boards.

Policy Type: Governance

Policy Number: G-4

Policy Title: Board Meetings Policy Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Windsor Public Library Board is committed to efficient and effective Board meetings

that comply with all relevant legislation.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, chapter P.44, provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board supports the Municipal Freedom-of-Information and

Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, and other laws governing intellectual property.

2.3 The Board Meetings Policy applies to all Windsor Public Library Board members,

employees, volunteers and agents; supports the principles of universal and equitable access and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Mission Statement “The mission of the WPL is to enrich our community by providing access to resources that inform and entertain.” “We believe in the freedom to read, learn and discover.”

3. SCHEDULE OF MEETINGS

3.1 As per the Public Libraries Act R.S.O.1990, chapter P.44, section 16, the Windsor Public Library Board shall hold meetings once a month at least ten months each year.

3.2 The first meeting of the Board in a new term shall be called after City Council has completed appointments to the Board. The Chief Executive Officer will open the meeting and conduct the election/appointment of Board members.

4. OPEN MEETINGS

4.1 As per the Public Libraries Act R.S.O.1990, chapter P.44, section 16 the Board shall hold regular meetings. The minutes of all open meetings, once passed by the Board, are public.

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5. CLOSED MEETINGS 5.1 As per the Public Libraries Act R.S.O.1990, chapter P.44, section 16, a meeting or part

of a meeting may be closed to the public if the subject matter being considered is: a) The security of the property of the Board. b) Personal matters about an identifiable individual. c) A proposed or pending acquisition or disposition of land. d) Labour relations or employee negotiations. e) Litigation or potential litigation. f) Advice that is subject to solicitor-client privilege.

5.2 Minutes of all closed meetings are confidential and are provided to Board members as

such.

6. QUORUM 6.1 As per the Public Libraries Act R.S.O.1990, chapter P.44, section 16 (5), the presence of

a majority of members is necessary for the transaction of business at a meeting. Quorum requirements apply to members attending in person and remotely.

7. ABSENCE 7.1 As per the Public Libraries Act R.S.O.1990, chapter P.44, section 16 (13), should a

member be absent for 3 consecutive meetings, the Board may consider the member disqualified from the Board or pass a resolution authorizing the member’s absence.

8. EMERGENCY MEETINGS

8.1 As per the Public Libraries Act R.S.O.1990, chapter P.44, section 16 (2), with 24 hour written notice an emergency meeting may be called by the Chair or by two Board members. The written notice must include the purpose of the meeting and no other business will be transacted without the consent of the majority of the Board.

9. DISCLOSURE OF A CONFLICT OF INTEREST

9.1 Board members are subject to the Municipal Conflict of Interest Act and the Municipal Freedom of Information Act and therefore shall: a) Disclose the conflict of interest and general nature of the interest before any

consideration is given to the matter. b) Not take part in the discussion or vote on any question with respect to the matter. c) Not attempt before, during or after the meeting to influence the Board’s decision

making, regarding the matter which is the subject of the conflict. 10. MOTIONS

10.1 Rules of Debate - Bourinot’s Rules of Order shall govern all meeting, debate and election procedures. 10.2 Decisions - all decisions of the Board will be made on the basis of motions, and once passed will be supported by all members.

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10.3 Voting - all motions except those approving or amending policies, are decided by a majority of votes cast.

11. MINUTES

11.1 The Secretary is responsible for recording and distributing the minutes and Board meeting information package to:

a) All Board members b) City of Windsor

11.2 Board agendas and minutes are public information and will be made available to the public.

12. DELEGATIONS

12.1 Any person or organization wishing to appear before the Board shall submit a written request, including subject matter to be addressed, to the Secretary of the Board no less than 3 days prior to the meeting. 12.2 Delegations will be allocated five minutes to address items which are before the Board and on the agenda.

13. CONDUCT OF THE PUBLIC

13.1 A member of the public or delegation attending a Board meeting will be courteous to all Board members, guests, volunteers and employees. They will not:

a) Use unparliamentarily, inappropriate or offensive language. b) Make any disturbance that disrupts or prevents others from participating in the

meeting. c) Interrupt a speaker or presentation. d) Disobey a decision of the Chair. e) The Chair may warn and/or expel the public or delegations for actions,

inappropriate comments or conduct which disturbs the meeting.

Policy Type: Governance

Policy Number: G-5

Policy Title: Policy Development and Maintenance Policy

Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Windsor Public Library Board is responsible for establishing, monitoring and

reviewing library specific polices which set the framework for the governance of the library and provide direction to employees.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, chapter P.44, provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board supports the Municipal Freedom-of-Information and

Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, and other laws governing intellectual property.

2.3 The Policy Development and Maintenance Policy applies to all Windsor Public Library

Board members, employees, volunteers and agents; supports the principles of universal and equitable access and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Mission Statement “The mission of the WPL is to enrich our community by providing access to resources that inform and entertain.” “We believe in the freedom to read, learn and discover.”

3. POLICY DEVELOPMENT

The Windsor Public Library Board shall: 3.1 Ensure that policies comply with the Public Libraries Act, R.S.O.1990, chapter P.44, the

Operating Agreement of December 9, 2014, the Amending Agreement of March 21, 2017, the City’s Policy on Policies Framework, plus municipal bylaws, provincial and federal legislation.

3.2 Approve new and revised policies with: a) 30 days written notice of the intended amendment; b) 2/3 majority of the votes cast at a duly constituted Board meeting.

3.3 Delegate the development, implementation and evaluation of library operating procedure, based on Windsor Public Library policies, to the CEO.

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4. POLICY MAINTENANCE AND REVIEW 4.1 The CEO is responsible for the maintenance of the Windsor Public Library policies.

4.2 All library specific policies shall be reviewed by the Board on a 3 year schedule.

5. POLICY EDUCATION AND TRAINING

5.1 The CEO is responsible for policy training of the Board and employees.

5.2 Board members and employees are responsible for knowing, understanding and complying with the policies of the Windsor Public Library.

Policy Type: Governance

Policy Number: G-6

Policy Title: Planning Policy Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Windsor Public Library Board shall maintain an effective planning process to fulfill

its mandate under the Public Libraries Act, R.S.O. 1990, chapter P44, section 20 (a) and ensure the vision of the Library Board is realized; the library is able to respond to changing needs and trends in the community; and decisions support innovation and the long term plans of the City of Windsor.

2. SCOPE

2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act, R.S.O.1990, chapter P.44, provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board supports the Municipal Freedom-of-Information and

Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, and other laws governing intellectual property.

2.3 The Planning Policy applies to all Windsor Public Library Board members, employees,

volunteers and agents; supports the principles of universal and equitable access and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Mission Statement “The mission of the WPL is to enrich our community by providing access to resources that inform and entertain.” “We believe in the freedom to read, learn and discover.”

3. SHORT AND LONG TERM GOALS

To accommodate these goals, the Windsor Public Library Board shall regularly: 3.1 Review and assess:

a) Financial plans and obligations. b) Customer needs. c) Library services, facilities and resources. d) The priorities of the municipality.

3.2 Report to the City Council, the community and employees on the library’s progress in

fulfilling its plans. 3.3 Set, monitor and evaluate employees’ priorities and goals.

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4. SUCCESSION PLANNING 4.1 To recruit new Board members: Board members will identify potential candidates and

encourage them to apply to be on the Board.

4.2 When it is necessary to recruit for the position of Library Chief Executive Officer (CEO), the Board shall: a) Review library long and short term priorities plus management skill gaps. b) In consultation with the City of Windsor, recruit and hire a new CEO.

4.3 The CEO shall be responsible for employee development, employee succession

planning, transition plans and mentoring of employees.

5. INNOVATION 5.1 The Windsor Public Library Board is committed to providing innovative and excellent

customer service as an integral part of its mission and strategic priorities. Windsor Public Library values intellectual curiosity and innovation.

5.2 “Innovation” is defined as significant and positive change that is a result of continuous or incremental advances in service; technology; or introduces a new idea, device or method. An innovation is an idea that has been transformed into practical reality. Windsor Public Library’s innovation:

• Reflects the Windsor Public Library’s mission “…to enrich our community by providing access to resources that inform and entertain. We believe in the freedom to read, learn and discover.”

• Tests, delivers and evaluates a new program, service, process or outcome. • Improves customer service.

5.3 The Windsor Public Library Board is committed to establish a mutually beneficial

partnership with public and private agencies, organizations, foundations and enterprises, with the intent of: a) Supporting public library innovation through: research, testing, delivery, data

collection and evaluation. b) Sharing innovative best practices with the public library community. c) Piloting community/library engagement projects.

5.4 The Windsor Public Library Board engages new technologies and innovation that puts discovery learning in the hands of residents and staff, recognizing that innovation and technology enhance the customer experience, promote life-long learning, cultivate community collaboration and strengthens accountability.

Policy Type: Governance

Policy Number: G-7

Policy Title: CEO / Board Relations Policy Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 In accordance with the Public Libraries Act, R.S.O. 1990, chapter P44, section 15 (2)

and the Amending Agreement of March 21, 2017, the Windsor Public Library Board and the City of Windsor, will jointly hire and second to the Windsor Public Library a Chief Executive Officer (CEO), from the City of Windsor; who shall plan, direct, and evaluate the operations of the Windsor Public Library and its employees, including:

2. SCOPE

2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act, R.S.O.1990, c. P.44, provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board supports the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, and other laws governing intellectual property.

2.3 The CEO/Board Relations Policy applies to all Windsor Public Library Board members, employees, volunteers and agents; supports the principles of universal and equitable access and reflects the WPL Mission, Vision, Values and Customer Service Pledge: WPL Mission Statement “The mission of the WPL is to enrich our community by providing access to resources that inform and entertain.” “We believe in the freedom to read, learn and discover.”

3. DELEGATION OF AUTHORITY

3.1 The CEO is the Board’s only link to the operation of the library. The Library Board directs the CEO through the: a) Documented decisions made at Board meetings; b) Approved written policies; c) Approved budgets, plans and reports; d) CEO job description and performance evaluations.

4. DELEGATION OF RESPONSIBILITIES

4.1 The CEO will: a) Take approved lawful actions in the name of the Windsor Public Library and in

accordance with Windsor Public Library Board resolutions and/or Windsor Public Library approved policies.

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b) Take actions consistent with the Windsor Public Library mission, vision, values and policies.

c) Be responsible for the employment, management and performance of all employees. d) Be responsible in consultation with the City of Windsor for financial planning, budgets

and facilities. e) Design, authorize, implement and evaluate all operational procedures, projects and

programs. f) Speak on behalf of the Windsor Public Library with regard to planning, operations

and programs.

5. CEO EVALUATION 5.1 The Windsor Public Library Board and City of Windsor are jointly responsibility to

evaluate the performance of the CEO.

5.2 The CEO’s performance will be evaluated, in accordance with City of Windsor procedures, by the Board Chair and the City Clerk.

Policy Type: Foundation

Policy Number: F - 1

Policy Title: Mission Statement

Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Windsor Public Library Board Mission Statement is the foundation for the provision

of excellent public library service to the community of Windsor, Ontario, Canada.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board recognizes and endorses the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, Accessibility Standards for Customer Service, and the Integrated Accessibility Standards.

2.3 The Windsor Public Library Board endorses the CLA Statement on Intellectual Freedom, OLA Children's Rights in the Public Library and OLA Teen Rights in the Library statements.

2.4 The Windsor Public Library Board recognizes and endorses the Operating Agreement of December 9, 2015 and the Amending Agreement of March 21, 2017 with the City of Windsor.

3. POLICY 3.1 The Mission of the Windsor Public Library is to enrich our community by

providing access to resources that inform and entertain.

3.2 We believe in the freedom to read, learn and discover.

Policy Type: Foundation

Policy Number: F - 2

Policy Title: Vision Statement

Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Windsor Public Library Board Vision Statement provides direction for the future of

public library service in Windsor, Ontario, Canada.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board recognizes and endorses the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, Accessibility Standards for Customer Service, and the Integrated Accessibility Standards.

2.3 The Windsor Public Library Board endorses the CLA Statement on Intellectual Freedom, OLA Children's Rights in the Public Library and OLA Teen Rights in the Library statements.

2.4 The Windsor Public Library Board recognizes and endorses the Operating Agreement of December 9, 2015 and the Amending Agreement of March 21, 2017 with the City of Windsor.

3. POLICY

3.1 The Windsor Public Library makes our community a better place to live, work and raise a family. The Windsor Public Library Board and staff envision a future where the library enriches the lives of all residents and where reading, learning and discovery are a part of daily life.

3.2 The Windsor Public Library Board supports the core vision of the Windsor Public Library including:

• Equitable access, opportunity and connection to information and technology • Support and protect intellectual freedom • Encourage reading, discovery and lifelong learning • Support literacy for all

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3.3 The Windsor Public Library Board recognizes that innovation and technology enhance customer experience, promote lifelong learning and cultivate community collaboration. Windsor Public Library strives to place new technology and innovation that promotes discovery and learning in the hands of customers and staff members.

Policy Type: Foundation

Policy Number: F - 3

Policy Title: Values Statement

Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Windsor Public Library Board Values Statement outlines the values upon which all

Windsor Public Library decisions and actions are based.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board recognizes and endorses the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, Accessibility Standards for Customer Service, and the Integrated Accessibility Standards.

2.3 The Windsor Public Library Board endorses the CLA Statement on Intellectual Freedom, OLA Children's Rights in the Public Library and OLA Teen Rights in the Library statements.

2.4 The Windsor Public Library Board recognizes and endorses the Operating Agreement of December 9, 2015 and the Amending Agreement of March 21, 2017 with the City of Windsor.

3. POLICY

3.1 The following values guide Windsor Public Library decisions and actions: 3.1.1 Excellent Customer Service

• Windsor Public Library values and respects its customers, partners, volunteers and staff.

• We are committed to always providing welcoming, courteous and efficient service.

3.1.2 Lifelong Learning and Literacy

• Windsor Public Library values intellectual freedom, literacy and access to information for all residents.

• We believe the passion for reading and learning should be shared.

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3.1.3 Community

• Windsor Public Library values team work, partnerships and serving the community.

• We are committed to a strong and healthy Windsor.

3.1.4 Accountability • Windsor Public Library values wise planning and responsible stewardship. • We are committed to providing efficient use of public funds and resources.

3.1.5 Integrity • Windsor Public Library values direct and honest communications and actions. • We are committed to conducting business in an ethical and transparent

manner.

3.1.6 Growth and Innovation • Windsor Public Library values intellectual curiosity and innovation. • We are constantly recalibrating and capitalizing on opportunities to improve.

Policy Type: Foundation

Policy Number: F - 4

Policy Title: Customer Service Pledge

Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Windsor Public Library Board Customer Service Pledge defines how we provide

excellent customer service to the community of Windsor, Ontario, Canada. 2. SCOPE

2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act, R.S.O.1990, C.P44 provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board recognizes and endorses the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, Accessibility Standards for Customer Service, and the Integrated Accessibility Standards.

2.3 The Windsor Public Library Board endorses the CLA Statement on Intellectual Freedom, OLA Children's Rights in the Public Library and OLA Teen Rights in the Library statements.

2.4 The Windsor Public Library Board recognizes and endorses the Operating Agreement of December 9, 2015 and the Amending Agreement of March 21, 2017 with the City of Windsor.

3. POLICY 3.1 Windsor Public Library customers are our number one priority.

3.2 The Windsor Public Library Board and staff define excellent library service as:

a) Welcoming, courteous and efficient; b) Respecting our customers, partners, volunteers and peers; c) Engaging in timely, direct and honest communications; d) A balanced and diverse collection that educates and entertains; e) Information services that are prompt, accurate, relevant and confidential; f) Encouraging innovation and discovery; g) A community gathering place that welcomes everyone; h) Sharing our passion for reading, literacy and lifelong learning; i) Always smiling and saying thank you.

Policy Type: Foundation

Policy Number: F - 5

Policy Title: Intellectual Freedom Policy

Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Intellectual Freedom Policy articulates the Windsor Public Library Board’s support of

intellectual freedom and public access to information.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board recognizes and endorses the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, Accessibility Standards for Customer Service, and the Integrated Accessibility Standards.

2.3 The Windsor Public Library Board endorses the CLA Statement on Intellectual Freedom, OLA Children's Rights in the Public Library and OLA Teen Rights in the Library statements.

2.4 The Windsor Public Library Board recognizes and endorses the Operating Agreement of December 9, 2015 and the Amending Agreement of March 21, 2017 with the City of Windsor.

3. POLICY 3.1 The Windsor Public Library Board and staff support and advocate for intellectual

freedom which is defined as “the right of every individual to both seek and receive information from all points of view without restriction.”

3.2 It is the responsibility of the Windsor Public Library Board and staff to: a) Ensure that all customers have the fundamental right to access all expressions of

knowledge, creativity and intellectual activity; b) Guarantee and facilitate access to all expressions of knowledge and intellectual

activity, including those which some individuals may consider to be unconventional, unpopular or unacceptable;

c) Make available all of the library's public facilities and services to all individuals and groups;

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d) Resist all efforts to limit the exercise of these responsibilities, while recognizing the right of criticism by individuals and groups.

3.3 The Windsor Public Library Board directs the CEO to ensure that the principles of intellectual freedom are integrated into all policies, procedures and practices.

Policy Type: Foundation

Policy Number: F - 6

Policy Title: Material Selection Policy

Policy Approved: September 2017 Policy Reviewed: 2020

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1. PURPOSE 1.1 The Material Selection Policy outlines the principals upon which material selection

decisions are made and guides staff in the selection of library materials.

2. SCOPE 2.1 The Windsor Public Library Board within the meaning of the Public Libraries Act,

R.S.O.1990, C.P44 provides governance and management of public library services in Windsor.

2.2 The Windsor Public Library Board recognizes and endorses the Municipal Freedom-of-Information and Protection of Privacy Act (MFIPPA), Copyright Act, Canadian Criminal Code, Canadian Charter of Rights and Freedoms, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, Accessibility Standards for Customer Service, and the Integrated Accessibility Standards.

2.3 The Windsor Public Library Board endorses the CLA Statement on Intellectual Freedom, OLA Children's Rights in the Public Library and OLA Teen Rights in the Library statements.

2.4 The Windsor Public Library Board recognizes and endorses the Operating Agreement of December 9, 2015 and the Amending Agreement of March 21, 2017 with the City of Windsor.

3. POLICY

3.1 When selecting and de-selecting material, the following criteria are considered: a) Clarity, accuracy and presentation; b) Artistic and literary merit of the work as a whole; c) Demand for and currency of the subject or title; d) Authority and significance of the author, publisher, composer, filmmaker; e) Other library material on the subject; f) Availability of the material from other libraries; g) Format, durability, storage requirements and ease of access; h) Budgetary considerations including cost per use, licensing fees.

3.2 The Windsor Public Library collection includes a variety of :

a) Formats i.e. print, audio, video and digital; b) Reading, listening and viewing levels i.e. children’s, ESL;

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c) Languages i.e. English, French, Italian, Chinese, Arabic.

3.3 The Windsor Public Library participates in shared collections that may require restricted access i.e. CNIB Talking Books. Windsor Public Library may also control the use of material to reduce theft, damage or to ensure accessibility.

3.4 In selecting material staff use professional reviewing and assessment tools, knowledge of the collection and experience as a selector.

3.5 Suggestions for the purchase of library material are welcome and are considered for purchase using the same criteria as all selections.

3.6 No material will be excluded solely because of the; race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, age, marital status, political affiliation, disability, language and/or socio-economic status of the creator of the work.

4. SPECIAL COLLECTIONS

The Windsor Public Library has a large fiction and nonfiction collection in a variety of locations plus the following special collections: 4.1 Children’s Collections:

Windsor Public Library provides resources for children up to age 13 in a variety of formats, languages and reading levels. Except where limited by law, children have access to all library materials. Parents and legal guardians are responsible for monitoring the access and use of library materials by their children.

4.2 Canadiana: Special consideration is given to material with Canadian content or by Canadian authors.

4.3 Local History:

The Windsor Public Library acquires books, diaries, original manuscripts, papers, correspondence, logbooks, ledgers, municipal records, maps, drawings, photographs, pictures, newspapers and ephemera about Windsor and Essex County. The Windsor Public Library also houses the Municipal Archives which includes: tax rolls, fire maps plus the MacDonald and McCurdy papers. The Windsor Public Library also collects: a) Local genealogy; b) Automotive history; c) Material written by or about Windsorites. Local history material is acquired through donation or bequest. The 850 Ouellette Avenue Collection: The Windsor Public Library established a special archival collection in 2015 to accommodate large collections of rare and valuable material of local and/or national significance. These donations or bequests require:

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a) An appraisal by the Antiquarian Booksellers Association of Canada or designated equivalent;

b) A duly authorized donation contract; c) A tax receipt issued by the Windsor Public Library Board.

4.4 Municipal Publications:

The Windsor Public Library acquires and maintains municipal publications and documents published by the City of Windsor.

4.5 Magazines and Newspapers: The Windsor Public Library provides current magazines and newspapers to support the informational and recreational information needs of the community.

4.6 Textbooks: The Windsor Public Library strives to supplement formal education and lifelong learning however does not acquire textbooks or other curriculum-related materials unless they also serve the needs of the general public.

4.7 Electronic Resources: Windsor Public Library purchases or licenses electronic resources, including databases, e-books and other digital files.

5. DONATIONS AND BEQUESTS 5.1 The Windsor Public Library accepts the donation or bequest of books and other library

appropriate material. In accepting donations or bequests, Windsor Public Library does not: a) Evaluate or appraise donations or bequests, except for donations to the 850

Ouellette Ave Collection; b) Provide tax receipts, except for donations to the 850 Ouellette Ave Collection.

5.2 The Windsor Public Library Board reserves the right to accept or deny any donations or

bequests without reservation.

5.3 All donations and bequests become the property of the Windsor Public Library.

6. CHALLENGES OR COMPLAINTS ABOUT LIBRARY RESOURCES 6.1 The Windsor Public Library recognizes the right of an individual or group to reject library

material for personal use, but does not accord to any individual or group the right to restrict or censor the freedom of others to make use of that same material.

6.2 Complaints or requests for the re-consideration of or withdrawal of a specific item from

the Windsor Public Library collection should be directed to the CEO. Responses to these requests will be in writing and are guided by the Board’s position that:

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a) People have the right to reject for themselves material of which they do not approve but they do not have the right to restrict the intellectual freedom of others;

b) It is the right of parents and legal guardians to develop, interpret and enforce their own code of ethics upon their minor children.

7. PURCHASE RECOMMENDATIONS

7.1 A library customer may recommend a specific resource for purchase by completing the following to recommend-a-title. All suggestions will be reviewed and considered using the same selection criteria as all purchased material.

8. WITHDRAWAL AND/OR REPLACEMENT OF MATERIAL

8.1 Materials are regularly assessed for their physical condition, accuracy, currency, performance within the context of the collection and relevance to library customers.

8.2 The ongoing process of withdrawal is the responsibility of the CEO. It is a formal process conducted by knowledgeable staff to maintain collection vitality, relevance size and scope.

8.3 Withdrawn library material may be discarded, recycled or sold.

8.4 The replacement of worn out library material is dependent on recurring demand, availability of the title or format and the extent to which the subject is already covered in the collection.