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Circulation Policies
Circ-1 Hours of Service
Library services will be provided during the hours that best meet the needs of the community. The library will be open and adequately staffed according to CIRC-15.
The schedule will be reviewed annually or may be reviewed depending on community needs and finances.
Circ-2 Membership
Public libraries are required by law to adhere to the Public Libraries Act. Revised Statutes of Ontario, 1990, chapter P.44 (formerly called the Public Libraries Act 1984), which states in Section 23 that library boards shall allow the public to reserve and borrow circulating materials free of charge. The public includes all residents within the municipality for which the library board is established. Therefore:
1. The Ramara Public Library will serve all residents of Ramara. People residing outside of the geographical area of the municipality, but owning property or attending an educational institution in the area, shall be considered residents.
2. The library will be readily accessible and its doors open for free and equal use by all members of the community regardless of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, age, record of offences, marital status, family status or handicap. No fee will be charged to residents of Ramara for admission to the library, for use of the library’s materials in the library, for borrowing circulating materials, or for use of the basic reference and information services.
3. A child, who meets the criteria in #1 above, may apply for his or her own card at the age of 16. If a child is under the age of 16, a parent or guardian must apply for a library card on his or her behalf and accept responsibility for fines, and damaged or lost items. Cards will not be issued to children under the age of six.
4. A resident of Ramara may apply for membership at the library and must furnish verification of address and identity by showing a document bearing his/her name and current address (e.g. driver’s license, student card).
Circ-3 Other Membership Types1. Out-of-Town Membership
Persons who do not reside in the area of the board’s jurisdiction, and who do not meet the requirements as stated in Circ-2, may be charged for the library service.2. Seasonal Membership
Memberships will be granted to individuals residing in Ramara on a seasonal basis, with proof of residency, as per Circ-2 set out by the board.Circ-4 Renewal of Membership
Membership in the library shall be renewed annually, one year from the date of issue. All outstanding fines and charges must be paid in order to renew a membership card. Lost or damaged library cards will be replaced with the payment of a fee.
Circ-5 Responsibilities of Membership
Fair and equal access to library services and materials by all members of the library depends on the fair use of such services and materials by library users. Members have certain responsibilities and a library member shall:
Be responsible for all materials borrowed with his/her card and agree to abide by the regulations of the Ramara Public Library
Present the library card each time materials are borrowed. If card is not provided, photo I.D. can be substituted in an emergency.Pay all fines or charges incurred for overdue, damages or lost library material as per CIRC-14.
Observe all policies set by the board as authorized by the Public Libraries Act
Report the loss of a card or change of address as soon as possible
Parents or guardians of members under the age of 16 are responsible for their children’s borrowing and behavior with respect to the observance of board policy.
The Chief Executive Officer is authorized by the board to withhold library privileges to anyone refusing to comply with board policy. The use of the library or its services may be denied for due cause. Such cause may be failure to return borrowed materials or to pay penalties; destruction of library property; disturbance of other patrons after a warning by library staff has been given and ignored by the user; or any other conduct on library premises considered objectionable by library staff.
Circ-6 Confidentiality of Patron and Circulation Records
The Public Libraries Act, R.S.O. 1990, chapter P.44 states, in section 28, that:
“A person may, during ordinary business hours, inspect any records, books, accounts and documents in the possession or control of a board’s secretary…[except where the] information…identifies an individual user of library services by name or makes him or her readily by other means.”
Numbers will be used in the Ramara Public Library to identify the borrower rather than using the person’s name on borrower records. Only library staff will know the name of the person assigned to this number.
It must be clearly stated on the membership application what the patron information is used for and why this information is collected. To meet the regulations of the Municipal Freedom of Information Protection of Privacy Act 1989, which governs the right of access to records held by municipalities and other local bodies, including public library boards, circulation records will not be retained beyond the time when the materials are returned. Membership applications must clearly state what the patron information is used for and why it is collected.
The confidentiality of all borrower and loan records applies in all circumstances except where the police have a search warrant.
Circ-7 Loans
The normal loan period for circulating print materials is 21 days. Videos will be assigned a 3 day library loan period. High-demand materials, such as bestsellers, will be on a shorter loan period of 14 days. Other non-book or special materials, as designated by the CEO, shall be due as specified on the attached schedule.
By request, a longer loan period may be available for patrons taking vacations or when special circumstances apply.
The following restrictions exist on borrowing:
Reference materials are non-circulating to ensure ready access to information resources.
Unique and/or fragile materials from the local history collection are also restricted.
There are a maximum number of items (8 print and 3 videos), which may be checked out by one patron. This limitation is necessary because of heavy demand of the collection as a whole.
In keeping with the Ontario Library Association’s Children’s rights in the public library guidelines for service, there are no restrictions on the material borrowed by children. While the library staff can advise children on reading interests, the material selected by the child is the responsibility of the parent or guardian.Circ-8 Renewals
Library materials may be renewed in person, by phone or by email, provided:
The item(s) are not on reserve for someone else
The item(s) are not in high demand
The patron has not reached his/her limit of overdue fines or charges
Renewals for interlibrary loans may be requested from the lending library.Circ-9 Fines
Retention of borrowed library materials beyond the date, on which library materials are to be returned to the library, shall be penalized by a fine.
1. There is a maximum amount per book. Fines for any material will not exceed the actual cost of the library material.
2. The schedule of fines is set by the board and staff and appears in CIRC-14. A copy of the fine policy and schedule will be posted at the circulation desk.
3. Fines will be waived in unusual circumstances (e.g. illness or death in the family).
4. Any patrons reaching a maximum of $10.00 in fines will have privileges revoked until fines are paid in full.
Circ-10 Lost or Damaged Materials
Members are responsible for materials while on loan to them. A borrower who loses or mutilates library material shall be required to pay the cost of replacing that material. This cost will be assessed by the CEO and will include a $3.00 processing charge.
Patrons will have an option to purchase insurance at $0.25 per item for damages incurred on all non-print material. If insurance is not purchased, patron is responsible as stated in the above paragraph.
Circ-11 Reserves
Library materials not available on the shelves may be reserved at the circulation desk, by telephone or by email.
When an item becomes available, the member will be telephoned and asked to pick up the reserved item promptly. Reserved materials will be held for patrons at the circulation desk for a period of one week.
Circ-12 Interlibrary Loan
Library materials not available in the Ramara Public Library collection may be requested through interlibrary loan. Inquiries may be made at the circulation desk. Ramara Public Library will not lend audiovisual materials to other libraries through the interlibrary loan system. Any charges made by the lending library are the responsibility of the borrower.
To ensure appropriate use of interlibrary loan, the Library will adhere to the terms of CLA/ASTED Interlibrary Loan Code in all its transactions.
Circ-13 Material Donations
The Ramara Public Library accepts gift materials with the understanding that such materials may be added to the collection only if they meet the same standards which are applied to purchased materials and that the library retains unconditional ownership of such gifts. Those items which are unwanted may be offered to other libraries, sold or discarded. Gifts are accepted subject to the signing of a release form (attached). No condition may be imposed by the donor on the library relating to any item after its acceptance.
In the interest of keeping the collection in our library current, and in good condition, material should be no more than 5 – 10 years old. Magazines and periodicals must be current within 2 years & not those to which the library subscribes. Special consideration will be given to significant material.
The library will not accept donated material in lieu of payment for lost or damaged items.
The library welcomes donations of books and material (or money) in memory of loved ones or in honour of various celebrations. If requested, book plates will be placed inside donated items.
Circ-14 Fee Schedule
Insurance Charges
All audiovisual $0.25 per item (optional on DVDs, CDs, Videos)
or $15.00 annual per membership
Default Prices
*Books on Tape – have to pay for all tapes in set*
Adult Fiction (hard back) $35.00 Read Alongs $20.00 Adult Fiction (paper back) $7.00 Books on Tape* $7.00 (per cassette) Adult Non-Fiction (hard back) $40.00 Young Adult $8.00 Adult Non-Fiction (paper back) $10.00 Children’s (hard back) $16.00 Videos $20.00 Children’s Non-Fiction $25.00 CDs/DVDs $25.00 Children’s (paper back) $6.00 Large Print $35.00 Overdue items and claimed returned items revert to “lost” after 90 days (and patrons are billed accordingly). Lost or damaged library materials are charged according to the default replacement cost or by the assessment of the library staff member in charge. If a lost item is returned within 60 days of the receipt of payment, the replacement charge will be refunded less the service charge.
Other Charges
Non-resident membership $50.00 per year per household Membership card replacement $3.00 per card Photocopies $0.10 per sheet (one side) Computer Printing Costs: - Black & White $0.25 per page - Colour $1.00 per page Computer diskettes $1.50 each Faxes - Local call $1.00 first page, $0.50 each page thereafter Receive $1.00 first page, $0.50 each page thereafter Long Distance $2.00 first page, $1.00 each page thereafter Laminating Fees $1.00 per item CD & DVD repair $3.00 per item or 2 units for $5.00 Programs will be offered free of charge whenever possible or on a cost-recovery basis.