The purpose of this policy is to specify how the Greater Victoria Public Library Board (Board) conducts itself as a Board to fulfill its governance responsibilities in accordance with the Library Act (RSBC, 1996, Chapter 264), section 48 (Act) and the Library Operating Agreement 2017 – 2020 (LOA).

The primary roles of the Board are to provide effective governance of the Greater Victoria Public Library (Library), act in the best interests of the Library, and to carry out its responsibilities in a manner that enhances public trust and support.

Scope

This policy applies to Board trustees.

Policy Statement

ETHICAL CONDUCT

Each Board trustee is committed to ensuring business is conducted according to ethical as well as professional and legal standards, as reflected in the Board’s governance, values and operational policies. Such standards include, but are not limited to:

• confidentiality of information;
• conflict of interest;
• compliance with legislation and legal agreements; and
• respectful interactions with

BOARD MEETING MANAGEMENT

The rules and practice of The Standard Code of Parliamentary Procedure by Alice Sturgis (latest edition), are the basis of the conduct of Board meetings.

OFFICERS

The Board has the following officers:

• Chair, elected annually by the Board;
• Vice-Chair, elected annually by the Board;
• CEO, serving as Secretary of the Board; and
• Director of Finance, serving as Treasurer of the

COMMITTEES

There are two committees of the Board: Finance and Planning and Policy.

TRANSPARENCY

Board meetings are open to the public, with the exception of in-camera agenda items. The Board is committed to transparent decision-making processes and to ensuring that the public and municipal councils are informed regarding its business. Board meeting agendas are posted on the Library website in advance of meetings and board meeting minutes and documents are posted following approval by the Board.

Related Policies, Agreements, and Procedural Documents

• Library Act (RSBC, 1996, Chapter 264), section 48
• Library Operating Agreement 2017 – 2020 (LOA)
• The Standard Code of Parliamentary Procedure by Alice Sturgis (latest edition)

Policy Name: G.3 Board Rules and Structure

• Policy Type: Governance
• Next Review Date:
• Date Amended:
• Last Review Date: November 7, 2017
• First Approved Date: January 26, 1993

To ensure the Greater Victoria Public Library Board (Board) carries out its roles and responsibilities and adheres to the Greater Victoria Public Library’s (Library) Mission, Vision and Values the Board will undertake a process of evaluation on an annual basis.

The purpose of the Board evaluation is to examine Board strengths and opportunities for improvement.  The evaluation will result in a plan for development where necessary.

Scope

This policy applies to the Board.

Policy Statement and Details

The evaluation will take place in the fall.

Related Policies, Agreements, and Procedural Documents

• Policy G-3 Governance
• Board Handbook
• Trustee Position Description

Policy Name: G.4 Board Evaluation

• Policy Type: Governance
• Next Review Date: April 25, 2022
• Date Amended: April 25, 2017
• Last Review Date: November 18, 2017
• First Approved Date: April 24, 2001

This policy indicates the authority for responding to and initiating media contact.

The Greater Victoria Public Library Board (Board) is committed to keeping the community informed about the Greater Victoria Public Library (Library) and creating ongoing opportunities for dialogue. The intent of this policy is to ensure the media receives clear, consistent and accurate information about library policy, procedures, programs and services.

Scope

This policy applies to Board trustees, the Chief Executive Officer/Chief Librarian (CEO), library management and library staff.

Policy Statement and Details

All media requests are directed to the CEO.

The CEO is the first point of contact for the Library when responding to, initiating and coordinating media contact for the organization. For operational matters, the CEO is the designated spokesperson for the Library and may delegate this authority to individual library directors and subject matter experts as appropriate.

For governance matters specific to the jurisdiction of the Board, the Chair exclusively speaks on behalf of the Board. The Chair may delegate authority to individual trustees as appropriate.

Policy Name: G.5 Media

• Policy Type: Governance
• Next Review Date: April 25, 2022
• Date Amended: April 25, 2017
• Last Review Date: April 18, 2017
• First Approved Date: December 15, 1992

The Greater Victoria Public Library Board (Board) recognizes the importance of trustees sharing a common understanding of the authority and role of the board and that board orientation ensures that every trustee is prepared, fully informed, supported and engaged to contribute to the governance of GVPL.

Scope

This policy applies to all newly appointed trustees of the board including council and mid-term appointees.

Policy Statement

By the end of the orientation process new Board trustees will:

• Understand the context and structure in which BC Public libraries operate and have a specific understanding of the organizational, governance and operational structure of GVPL;
• Understand the role, authority and expectations of the Board, its trustees and its committees;
• Be familiar with the vision, strategic direction and issues facing the GVPL Board and its committees;
• Have the knowledge, tools and support necessary to fully engage as contributing GVPL Board and committee members.

By the end of the orientation process, the Board will:

• Know the skills, experience and interests of new Board trustees and the areas in which they want to make a contribution.

Annually, the Board provides, within available resources, institutional memberships in key library organizations and financial support for trustee’s attendance at library conferences and relevant workshops.

All Board members will complete orientation within three (3) months of their first Board meeting.

Related Policies, Agreements, and Procedural Documents

Policy Section 5: Board procedures

Policy Name: G.6 Board Orientation

• Policy Type: Governance
• Next Review Date: June 28, 2021
• Date Amended:
• Last Review Date: 
• First Approved Date: June 28, 2016

This policy outlines the responsibilities and authority of the Chief Executive Officer/Chief Librarian (CEO).

The CEO works collaboratively with the Greater Victoria Public Library Board (Board) and the community to ensure the realization of the Greater Victoria Public Library’s (Library) Mission, Vision and Values through strategic and operational leadership.

Scope

This policy applies to the Board and CEO.

Policy Statement and Details

The CEO:

1. supervises and directs Library operations and Library staff;
2. is the secretary of the Board; and
3. has the powers and duties the Board assigns to the CEO.

The CEO has the right and responsibility to speak on all matters under consideration at Board meetings.  The CEO does not have a vote.

Related Policies, Agreements, and Procedural Documents

Policy G.3 Board Roles and Structure

Policy Name: G.6 Board Orientation

• Policy Type: Governance
• Next Review Date: June 27, 2022
• Date Amended: June 27, 2017
• Last Review Date: May 16, 2017
• First Approved Date: October 16, 2007

The Greater Victoria Public Library Board’s (Board) Facilities Plan, Making Space for the Future prepares responsibly for the long-term growth of the system and the improvement of all libraries through a network of district, community, and neighbourhood branches. Branch development must advance the Greater Victoria Public Library’s (Library) strategic priorities, respond to changing library patron needs, consider the budget impact on municipalities and allow for time-sensitive, joint-use opportunities that may not exist in the future.

Scope

This policy applies to the Board, library management and library staff.

Policy Statement and Details 

1. Branch Needs Assessment

Need is determined through an analysis of current and projected population in an area, the geography of the region, proximity of other library sites and their capacity to deliver library service. Branch size standards are:

• Neighbourhood branch: 10,000 minimum area population with further growth over five years
• Community branch: 20,000 or more area population
• District branch: 80,000 combine larger geographic area population

Alternate service delivery options may include kiosks, dispensing machines, deposit collections, joint-use space established in association with community partners, bookmobiles, etc. which may provide limited library service in an underserved area on a temporary or ongoing basis. Multi-party agreements will be developed, as required, and reviewed on a periodic basis re: cost effectiveness and community needs.

2. Facility Standards

Library floor space standards in square footage are outlined in the Facilities Plan:

• Neighbourhood branch: 3,000 sf minimum – 5,000+ sf
• Community branch: 10,000 sf minimum – 15,000 sf
• District branch: 20,000 sf minimum suburuban – 63,000 sf in densified urban core

System and administrative services require a geographically central, accessible location to provide an efficient service delivery standard.  Floorspace per capita across the system will meet the median ratio for Canadian urban libraries (.6 sf) by 2026.

GVPL is administratively organized into three geographic districts:

• Core District (Victoria, Oak Bay, Esquimalt, and View Royal)
• Saanich and Peninsula District (Saanich and Central Saanich)
• West Shore District (Highlands, Colwood, Langford, and Metchosin)

3. Business Case

If a branch development or redevelopment project meets the above needs assessment and facility standards principles, library staff will develop a formal business case including the background of the project, expected business benefits, options considered (with reasons for rejecting or carrying forward each option), expected costs and risks of the project and a gap analysis. Consideration is also given to the consequences of doing nothing, including the opportunity costs lost, and risks of inactivity in terms of community goodwill and social capital. From this information, the justification for the project is derived.

4. Site Selection Criteria

Assuming the first three principles are met, written criteria are used to guide decision-making regarding branch location. Site selection evaluation criteria must be considered by the Board, in conjunction with municipal staff, before branches are built or redeveloped. Criteria are graded using a weighted, 10-point system with double weight for the essential site selection criteria that must exist for the site(s) to be considered further:

Category 1: Essential (double weighted)

Criteria	Description	Weight
Site Size	Overall site size can accommodate the proposed branch/complex with expansion possibility	2
Visibility or Prominence	Site conveys community pride of place and value of the public library as a cultural institution	2
Public Accessibility	Site is on transit route(s) and well travelled roadway(s) and is easily walkable or accessible for those with mobility or other impairments	2

Category 2:  Desirable  (single weighted)

Criteria	Description	Weight
Adjacency to school, retail or community services	Site near a concentration of other services that are well used by a broad section of the community	1
Public Feedback	Site has positive feedback from community consultation	1
Municipal Site	Site is owned by the municipality and meets all the essential criteria	1
Joint-Use opportunity	Site allows for joint-use or co-location synergy with a complementary organization	1

5. Joint-Use Facilities

The Board, in partnership with the municipalities who own or lease library space, looks for opportunities for co-location with municipal services, recreational, retail, or commercial ventures. Joint-use opportunities with other non-profit agencies or educational institutions that have the potential to result in cost sharing, increased use of public resources, the elimination of duplication, longer opening hours, and a wider use by a broader section of the community are preferred.

6. Branch Development/Redevelopment

The Board, in partnership with the municipalities who own or lease library space, responds to changing user needs through expansion, relocation, adjustment, or consolidation of services. The request to open, close or move a branch may originate with the municipality in which the branch resides, or may originate with the Board. Any branch development/ redevelopment is approved by the Board and considers operating costs and other factors in the decision-making process.

Related Policies, Agreements, and Procedural Documents

• Facilities Plan, Making Space for the Future (2010)
• Facilities Plan, Making Space for the Future, November Update
• Five-Year Financial Plan
• Library Operating Agreement 2017-2020 (LOA)

Policy Name: G.6 Board Orientation

• Policy Type: Governance
• Next Review Date: June 27, 2022
• Date Amended: June 27, 2017
• Last Review Date: May 16, 2017
• First Approved Date: October 16, 2007

The Greater Victoria Library Board (Board) determines the fines and charges associated with the borrowing of Greater Victoria Public Library (Library) materials. The Board delegates the authority to waive fines to the Chief Executive Officer/Chief Librarian (CEO)

Scope

This policy applies to the Board, CEO. library management and library staff.

Policy Statement and Details

As a courtesy, the Library will provide notification by phone, email, or mail of overdue materials. Notice will also be given of long overdue material prior to an account being forwarded to a collection agency.

Policy Name: O.3 Circulation (Fines)

• Policy Type: Operational
• Next Review Date:
• Date Amended:
• Last Review Date: May 16, 2017
• First Approved: May 25, 2010

The Greater Victoria Public Library Board (Board) delegates to the Chief Executive Officer/Chief Librarian (CEO) the authority to suspend borrowing privileges of anyone who violates policies set forth by the Board.

Scope

This policy applies to the Board, CEO, library management and library staff.

Policy Statement and Details

The CEO routinely delegates the responsibility for borrowing suspensions to appropriate staff.

Related Policies, Agreements, and Procedural Documents

• Policy O.8 Computer and Internet Access
• Policy O.10 Users’ Statement of Rights/Responsibilities and Conduct of Library Users Statement

Policy Name: O.4 Suspension of Borrowing Privileges

• Policy Type: Operational
• Next Review Date: January 26, 2021
• Date Amended: January 26, 2016
• Last Review Date: January 12, 2016

The policies of the Greater Victoria Public Library (Library) are reviewed and updated to reflect the needs of the Library and the citizens within the region it serves. The Greater Victoria Public Library Board (Board) designates the enforcement of its policies to the Chief Executive Officer/Chief Librarian (CEO).

Scope

This policy applies to the Board, CEO, library management, library staff and library patrons.

Policy Statement and Details

Staff conduct business according to Board policy, and will attempt to resolve any library patron issue. However, when a patron disagrees with a policy or decision of the CEO or designate, it can be appealed, providing it is done in writing to the Board.

The Board will investigate each appeal and respond in writing.

Related Policies, Agreements, and Procedural Documents

• Policy O.8 Computer and Internet Access
• Policy O.10 Users’ Statement of Rights/Responsibilities and Conduct of Library Users Statement

Policy Name: O.5 The Appeal Process

• Policy Type: Operational
• Next Review Date: January 26, 2021
• Date Amended: January 26, 2016
• Last Review Date: January 12, 2016

The Greater Victoria Public Library Board (Board) delegates authority to the Chief Executive Officer/Chief Librarian (CEO) to approve any items deemed to be for charitable or other purposes in the Greater Victoria Public Library (Library).

Scope

This policy applies to the Board, CEO, library management, library staff and library patrons.

Policy Statement and Details

The sale of books or related items is permitted by authors or other guest speakers invited by staff to speak at the Library. Such sales must be conducted at the event only by the speaker or by a local bookseller selected by the publisher or author.

Works of art may be accepted for display in the Library on the condition that the Library is not held responsible for any loss or damage. Items may not include sale prices.

Policy Name: O.6 Sales on Library Premises

• Policy Type: Operational
• Next Review Date: June 27, 2013
• Date Amended: June 24, 2008
• Last Review Date: June 5, 2008
• First Approved: April 27, 1993

The Library maintains and welcomes public use of meeting rooms located in all its public facilities.

Library meeting room policies are approved by the Board for the following purposes:

• provision of Library programs and services to the public;
• partnerships with community agencies and organizations providing programming and activities complementary to the Library’s interests in literacy and life-long learning; and
• affordable meeting space for use by not-for-profit and for-profit organizations.

Advertising of meetings or events taking place in Library meeting rooms must not imply endorsement by the Library of the content of the program or event.  The Board takes no position on the views, ideas, or opinions of the organizations booking its rooms.

The Board endorses the Canadian Library Association’s Position Statement on Intellectual Freedom.

Topics for discussion, names of speakers with their affiliation, and items for sale must be disclosed at the time of booking.

This policy is carried out in compliance and due regard to all relevant and appropriate legislation.  The Library will not knowingly permit any individual or group to use its facilities in contravention of the Criminal Code of Canada.

The Board delegates to the CEO management of meeting rooms, including the ability to waive rental charges and to refuse any bookings or cancel bookings.

The Library will prepare and publicize updated meeting room policies, regulations, and rental rate schedules as required.

Not-for-profit organizations will be given a discounted rate.  However, if a not-for-profit organization charges for admission or advertises admission by donation or suggested donation, they will be charged the full rate.

Meeting rooms are generally available for use during regular Library hours.

Policy Name: O.7 Meeting Rooms

• Next Review Date: January 2024
• Date Amended: June 24, 2008
• Last Review Date: June 5, 2008
• First Approved: October 1975

The Greater Victoria Public Library (Library) provides public computer and Internet access to support equal opportunity, lifelong learning, and community enrichment for its patrons.

Scope

This policy applies to all types of computer usage on the premises of the Library or on the library network. This includes library public computers, laptops and mobile devices using the library’s wireless network, laptops and mobile devices on other networks inside the library facilities.

Policy Statement and Details

Public computer and wireless access is provided to ensure equitable access to information and online resources. Wireless access complements public computer access and enables library users to access library resources and the Internet with their own wireless enabled equipment.

Access
Access is open to patrons possessing a valid library card and password. Patrons must use their own card to book or access computers and library card holders are responsible for any misuse of computer resources associated with their card or account. Patrons may be asked by staff to show their card or supporting identification. Patrons who do not have library cards should talk to staff about getting temporary access to library computers.

Access to the library’s computer resources and network is on an “as is” and “as available” basis. The Library does not guarantee the performance, security, confidentiality, or availability of these resources.

The Library reserves the right to limit and/or revoke access at any time. Any limitations in place are to ensure equitable access for all patrons and should be respected. Library staff is required to ensure that all rules of computer and Internet use are followed. Staff will advise patrons of inappropriate conduct as required and will ask that any behavior deemed to be inappropriate cease immediately. Violations may result in loss of privileges for both the user and the card(s) used.

Fees may apply to printing and photocopying services.

Wireless
The library offers wireless access (“Wi-Fi”) for individuals’ personal mobile devices at no cost. As with most public wireless access the library’s wireless connection is not secure. Use of the wireless connection is done at the user’s own risk.

Users are responsible for their own devices and are subject to the Wireless Terms of Use agreement. The Library cannot guarantee that user devices will work with the library’s wireless access points.

Internet Content
The Internet provides access to many resources for different age levels and reflects various points of view. Patrons should be aware that information might not be accurate, complete, age appropriate, or current. The library’s website (www.gvpl.ca) recommends sites that provide quality information resources for both adults and children.

The Library is not responsible for the content or the quality of information accessed on the Internet. Parents, legal guardians or caregivers are responsible for monitoring Internet sites and information accessed by their children.

The Library assumes no responsibility for Internet content or damages, directly or indirectly, arising from its website or from its connections to other Internet services.

Computer Use Responsibilities
Patrons shall use the library’s wireless Internet service in a legal and responsible manner. Patrons must be aware that they are working in a public environment with people of all ages and with diverse viewpoints. Patrons must not engage in any activity that interferes with any other person’s ability to use the library and its resources. The Library reserves the right to terminate an Internet session at any time.

Library computers and/or wireless access may not be used to:

• access sites or transmit materials which violate any Canadian federal or provincial law or Library directive such as defamatory, discriminatory, or obscene materials;
• display overt sexual images;
• send fraudulent, harassing, or obscene email messages.

Anyone not adhering to this agreement or who willfully abuses or damages any computer or software will have their library privileges suspended and will be legally and financially responsible for damages.

The Library assumes no responsibility for the security of equipment; patrons must keep their equipment with them at all times. Patrons are responsible for any losses or damage sustained either directly or indirectly as a result of their use of computer resources, including data loss and commercial or on-line transactions. Patrons are responsible for the correct use of computer resources to maintain their own privacy and security.

Policy Name: O.8 Computer and Internet Access Policy

• Next Review Date: November 26, 2018
• Date Amended: November 26, 2013
• Last Review Date: November 5, 2013
• First Approved: February 25, 1997

This policy governs staff and patron use of social media tools (social software) for official Greater Victoria Public Library (Library) purposes. Social software is defined as any website or application which allows users to share information. Social software can include but is not limited to blogging, instant messaging, social networking sites, and wikis. Examples of such sites are Twitter, Facebook, Pinterest, Myspace, YouTube and various blogging sites, such as Blogger or WordPress.

Scope

This policy applies to library management, library staff and library patrons.

Policy Statement and Details

Statement of Commitment
The Library is committed to using social media technology to provide a venue for shared information resources with our users and partners, and to provide a means for meaningful communication between users, partners and library staff. Library staff will strive to create a social media presence that is consistent with our core values of promoting intellectual freedom, inclusiveness, innovation, respect and accountability. We will promote the free exchange of ideas while protecting personal information and rights.

Objectives
Objectives of the library’s social media presence:

• Extend and enhance the reach of GVPL’s online message, thereby improving relationships with library users, potential users and key influencers;
• Provide an interactive, real-time platform using an informal/human voice to engage in dialog;
• Provide simple method for users to provide feedback and seek assistance;
• Provide wide-ranging entry points to our services and collections;
• Demonstrate our commitment to and understanding of emerging media/technology;
• Provide opportunities to train staff and the public in the use of social media.

Content
Social media sites provide a forum for promoting the free exchange of ideas which the library will encourage. However, content that contravenes our Statement of Responsibility and Conduct of Library Users, Computer and Internet Access Policy, Social Media Policy or otherwise violates privacy or other legislation will be removed from the site. Violations may result in restrictions on future postings to library social media sites. The Library reserves the right to edit or modify submissions when reposting or providing comment while retaining the intent of the original post. The Library is not responsible for the reliability of content provided via links that are posted to our social media sites. Being followed by the Library on any social media platform or having messages or content created by other parties shared on library social media does not imply endorsement.

The Library welcomes feedback and ideas from all our patrons, and will endeavour to join the conversation, where possible. We will read all messages and comments and ensure that emerging themes or helpful suggestions are passed to relevant library staff however, the Library will not be able to reply individually to all messages received via social media.

Users are reminded to protect their privacy when participating in online public forums.

Reporting Concerns
If you have any concerns regarding application of this policy or library social media sites, please contact the library and you will receive a response within two working days.

Policy Name: O.9 Social Media

• Policy Type: Operational
• Next Review Date: April 23, 2018
• Date Amended:
• Last Review Date: 
• First Approved: April 23, 2013

The Greater Victoria Public Library Board (Board) takes pride in providing responsive, relevant and effective services in all areas of the Greater Victoria Public Library (Library).  Board policies are available online and are designed to ensure that governance is fair, equitable and transparent.

Scope

This policy applies to library management, library staff and library patrons.

Policy Statement and Details

As a library patron, you have a right to expect:

• consistent, reliable and timely access to library collections that support educational, recreational and general information needs;
• consistent, reliable and timely access to technology and electronic resources that support educational, recreational and general information needs;
• instruction in the use of library collections and electronic resources;
• knowledgeable, courteous and respectful services from library staff;
• service without discrimination in accordance with the BC Human Rights Code;
• access to clean, safe public spaces;
• reasonable accommodation for accessibility;
• conscientious and timely response to questions and concerns;
• access to a timely, readily available feedback process;
• that library users who are children and teens have the same rights and responsibilities as adult library users; and
• that privacy and confidentiality are respected, as described in the Freedom of Information and Privacy Policy.

Policy Name: O.10 Users Statement of Rights

• Policy Type: Operational
• Next Review Date: October 26, 2015
• Date Amended:
• Last Review Date: 
• First Approved: October 26, 2010

The Greater Victoria Public Library (Library) is committed to providing a safe and secure environment for our community, library staff, patrons, visitors and property, while balancing the need to protect the individual’s right to privacy. The use of security video, where deemed necessary, can be an effective tool in the Library’s overall strategy to ensure safety and security of both people and property. The design, deployment and use of security video will be guided by the principle of minimal privacy intrusion, while meeting operational need.

Scope

This policy applies to library management, library staff and library patrons.

Policy Statement and Details

This policy and accompanying procedures will comply with the BC Freedom of Information and Protection of Privacy Act (FIPPA) as well as adhere to the Library’s Freedom of Information and Privacy Policy.

This policy applies to all types of video cameras, monitoring and recording devices that are used for security purposes at library managed facilities. The policy does not address instances where library staff may record a specific event, such as a program or presentation.

To notify individuals that security video is in place, the Library will post prominently visible signs informing individuals of:

• the authority for the collection, use and disclose of personal information;
• the purpose(s) for which the personal information in intended to be used; and
• contact information for questions or concerns.

Standards

The following standards apply to the use of security video:

• only limited, authorized personnel shall be permitted access to video records, based on a need-to-know principle;
• all access requests will follow a formal process and any access, if granted, will be logged;
• the library will ensure appropriate safeguards are in place to ensure the security of video records in its custody and control and that storage devices are located in controlled-access areas;
• the retention of video records will be for the minimal time period allowable to meet operational need and will align with the Library’s record retention and destruction procedures; and
• ongoing evaluation of the security video systems and procedures will take place regularly to access the effectiveness of security controls.

Policy Name: O.11 Security Video

• Policy Type: Operational
• Next Review Date: January 26, 2016
• Date Amended:
• Last Review Date: 
• First Approved: January 26, 2016

The Greater Victoria Public Library Board is committed to providing Library users with equitable access to spaces and services that are welcoming, safe, and foster an environment free of discrimination and harassment. GVPL respects the diverse identities and lived experiences of its community members. The following Statement of Responsibilities of Library Users outlines expectations designed to ensure that Library spaces are safe and welcoming for everyone.

When using the library, you are expected to: 

• Respect patrons and staff, their diversity, and their use of the Library;
• Be courteous, remembering that everyone wants to enjoy the Library as much as you do;
• Use furniture, equipment, collections, and spaces for their intended purposes;
• Take responsibility for your personal belongings, keeping them with you at all times;
• Be aware that noise affects others; please be considerate;
• Respect people’s privacy when taking photos or videos for personal use;
• Use mobile devices in a manner that does not disturb others;
• Dress appropriately for a public space;
• Remember we all share the air, and strong scents can negatively impact others;
• Take responsibility for those in your care during your visit;
• Supervise young children at all times and take responsibility for their safety and conduct;
• Bring only service animals into the Library;
• Limit your snacks to cold food and covered or bottled drinks unless otherwise posted;
• Tidy up after yourself using the recycle and garbage bins provided;
• Create and hold only one Library account;
• Return Library materials on time so they are available for others to enjoy;
• Exit the Library promptly when asked to do so;
• Follow Library and security staff direction;
• Follow all Library policies;
• Follow local and provincial health and safety protocols;
• Follow all municipal, provincial, and federal laws and regulations; and
• Not engage in unacceptable behaviour, including the behaviours noted below.
  

To ensure a safe and welcoming experience for everyone using the Library, some behaviours are considered unacceptable, and are prohibited in the Library, including:

• Interfering with others’ use of Library spaces;
• Intimidating, threatening, or abusing other individuals or groups;
• Using discriminatory language or engaging in discriminatory behaviour;
• Sexually harassing staff or other Library users;
• Engaging in illegal activity;
• Engaging in disruptive behaviour;
• Behaving in a sexually offensive or explicit manner;
• Carrying or using a weapon;
• Consuming alcoholic beverages, using drugs, smoking, or vaping;
• Stealing, misusing, or damaging Library property or property belonging to someone else;
• Gathering signatures on petitions or distributing unauthorized literature of any kind;
• Soliciting, canvassing, or unauthorized selling;
• Blocking or obstructing any Library entrance or exit;
• Entering restricted or “Staff Only” areas; and
• Bringing bicycles into, or using sports equipment in, the Library.

 We ask that you please respect and follow the Library’s Responsibilities of Library Users. Consequences for breaches of this policy will be imposed depending on the severity of the behaviour exhibited, and may include:

• A requirement to:
  • Stop or modify behaviour;
  • Move to another location in the Library; or
  • Leave the Library
• A suspension or restriction of your Library access, including being banned from Library branches and/or blocked from Library services;
• Criminal prosecution, in the event of criminal offenses. Library or security staff will engage the police when required.
• Charges for lost or damaged library material can be applied,
• Access to library spaces and services may be suspended or terminated.

Library or security staff will become involved in situations where patron behaviour interferes with the Library’s safe and welcoming spaces. Addressing disruptive behaviours is guided by our existing procedures.

Additionally:

• Library or security staff will engage the police when required.
• Charges for lost or damaged library material can be applied,
• Access to library spaces and services may be suspended or terminated.

This policy will be reviewed on an annual basis.

The Board is guided and empowered by the Library Act (British Columbia), the Human Rights Code of British Columbia, and the Criminal Code of Canada.

Policy Name: 1.8 Responsibility of Library Users

• Next Review Date: April 2025
• Last Review Date: April 2024
• First Approved: April 1990

To establish a clear financial accountability framework for the Library, enabling the Board, Chief Executive Officer (CEO), Finance Manager, senior management team and staff to understand their responsibility and accountability related to the financial management of the Library.

Scope/Limits

• This policy summarizes the responsibilities of the Board and CEO under the Library Act, in respect of finance. It also summarizes the responsibilities and accountabilities of anyone who has been delegated a budget whether revenue or expenditure for operating or capital activities.
• This policy is subject to the Library Act and other legislation that directs the financial affairs of the Library and other laws of general application.

Principles

• The Board has been locally appointed by its member municipalities and is accountable under the Library Act to manage, administer and control the property, revenue and expenditures, business and other affairs of the Library. The Board meets its obligations by establishing such policies and directions as it deems appropriate and by delegating responsibility to the CEO for meeting the financial goals of the Library.
• The CEO is accountable to the Board for the application of Board financial policies and directions, and for the financial management of the Library. Operationally, this is achieved by the CEO delegating the responsibility and accountability to appropriate senior administrator.
• The Finance Manager advises the Board on all financial matters of the Library and is accountable to the CEO for all financial management issues including financial policies, financial systems and financial procedures.
• Senior management may delegate, when appropriate, responsibility to appropriate staff within their units. Individuals who are delegated financial responsibility are accountable to the individual who delegated the responsibility to them.
• All financial management processes and actions will be built upon sound financial and business practices and carried out in accordance with Library policies, and applicable legislation.

 

Role and Responsibilities

• Financial Responsibility and Accountability of the Board
  • Establish broad financial policy that will guide the Library;
  • Direct and approve the preparation of annual operating budget;
  • Direct and approve the preparation of a 10-year replacement reserve plan annually;
  • Submit a Five-Year Financial Plan to all member Municipalities annually, with year one of the plan representing the annual budget proposal for the current operating year;
  • Monitor financial performance throughout the year based on comparison of budget to actual revenue and expenditure reported in financial statements prepared by management;
  • Appoint an auditor to provide an opinion on the annual financial statements;
  • Submit annual audited financial statements, as part of a Statement of Financial Information, to the Public Library Services Branch of the BC Ministry of Education within six (6) months of the year end.
  • Direct and approve the preparation of an Annual Report that includes the financial results of the Library.
• Financial Responsibility and Accountability of the CEO
  • Develop an annual operating budget and replacement reserve plan that meets the Board’s direction;
  • Delegate budgetary responsibility and accountability;
  • Hold those who have been delegated financial responsibility accountable for the development, monitoring and management of their budgets;
  • Monitor financial performance throughout the year;
  • Advise the Board of any significant financial matters arising.
• Financial Responsibility and Accountability of the Finance Manager
  • Direct the development, maintenance and communication of all financial policies, financial systems and financial procedures;
  • Develop and implement an annual operating budget process and coordinate that process with the planning and development of the replacement reserve;
  • Where appropriate, delegate responsibility for the implementation of financial processes;
  • Develop and provide financial reporting tools and processes;
  • Ensure all external financial reporting requirements are met in a timely manner;
  • Monitor financial performance throughout the year;
  • Advise the CEO and Board of any significant financial matters arising.

Approved by the GVPL Board: November 18, 2008

Reviewed by the Policy & Program Development Committee: November 12, 2008

The Library encourages the solicitation and acceptance of gifts which enable it to fulfill its goals and strategic priorities.  Gifts may be sought from individuals, corporations and foundations.  This policy establishes the acceptable parameters for solicitation and acceptance of gifts, including tangible and intangible, recognition and stewardship, fundraising, sponsorship and naming opportunities.

Scope/Limits

• This policy is designed to provide guidance to the Library community and the general public so as to encourage and facilitate the gift-giving process. Therefore, this policy is to be interpreted liberally so the prospective donors may enjoy the greatest freedom possible in formulating gifts.
• This policy does not apply to grants or contracts for services, which require specific institutional commitments as to how the grant or contract funds are to be expended. These commitments generally involve meeting an objective of the grantor or another third party.
• This policy and any procedures flowing out of this policy are subject to alteration in accordance to changes in income tax legislation, Canada Revenue Agency (CRA) policy and/or guidelines related to charities, or Library policy.
• This policy extends to the contributions made by volunteers to the Library.

 

Definitions

Restricted Gift – A gift on which the donor has placed conditions, thereby creating a legal obligation to expend the funds in a manner consistent with the donor’s restrictions.  For example, a restricted gift may support a particular purpose or program designated by the donor.  Gifts with the fewest possible restrictions allow the Library to address its most pressing needs and provide for long-term flexibility.

Designated Gift – A gift which is unrestricted that has been allocated by the Board or its designee for a specific purpose but which does not create a legal obligation.  In comparison, a restricted gift can exist only through donor imposed conditions.

Endowed Gift – A restricted gift (purpose designated by the donor) or an unrestricted gift (purpose allocated by the Board or designee) in which the principal sum (i.e. initial gift) is permanently set aside and invested with only the income earned used for a specific,  ongoing purpose.  Refer to Policy 3.11 – Endowment Fund for investment and administration of endowment funds.

Gift-in-Kind – Any gift other than money, including books, equipment, artwork or other tangible and intangible property.

Planned Gifts – Planned gifts include bequests, life insurance policies, charitable trusts, and gift annuities.

Eligible Gift – An eligible gift, as defined by the Canada Revenue Agency (CRA) is a donation for which the donor is eligible for a charitable income tax receipt.  A charitable donation is a voluntary transfer of money or property for which the donor expects and receives nothing of value in return.    As such, the following transactions are not eligible for charitable tax receipts:

• A gift of service;
• The purchase of an item or service;
• Sponsorship of projects for which the donor retains right of property, including intellectual property.

In the case of fund-raising events where admission price includes a donation and a purchase of service(s), the Library follows the CRA’s guidelines in determining the amount considered to be eligible for a charitable tax receipt.

Donor stewardship – “Stewardship differs from recognition in that it emphasizes the charity’s moral and legal obligation to manage and use gifts as intended by donors and to report to donors on the impact of their gifts.  The long-term goal of stewardship is to maintain an ongoing relationship with donors so that they continue to derive satisfaction from their past gifts and feel encouraged to make future gifts.”

 

General

• Means of Giving
  • The Library welcomes gifts of money, securities, books, equipment, furnishings, services and other items that help the Library provide service to the community, by way of gift, endowment or planned gift vehicles, in accordance with the vision, mission and values of the Library. Planned gift vehicles are accepted in accordance with CRA IT-110R3 – Gifts and Official Donation Receipts.  The Library can only accept donations of materials or items that are legally published, produced or acquired.
• Donation Designation
  • Any conditions attached to donations to the Library of money or other assets are subject to established policy and procedure, or are approved by the Library Board on a case-by-case basis.
  • The Library may decline gifts that are not in keeping with the policies of the Library or are not of financial benefit to its mission.
• Responsibility to Donors – The Library holds all donors in high esteem. While seeking donations in support of priorities, staff, Board members and volunteers have an ethical responsibility to uphold the interest and well being of the Library’s benefactors.  Without exception, donor relationships are of the utmost priority.
• Donors will be issued tax receipts for all eligible gifts, in accordance with Canada Revenue Agency guidelines.
• Donation of Library revenues to the Victoria Foundation in the form of transfers into the Library endowment trust fund is permitted.
• On rare occasions, a donation may be declined as a result of the limitations proposed by the donor. See Appendix A for guidelines on declining a donation.

 

Gifts-in-Kind – Donations of Material to the Collection

• The Library accepts donations of books and other library materials in good condition. More information is posted on the Library’s website, along with information on where and how to donate materials.
• Donations of library materials are evaluated according to the same selection criteria that govern the acquisition of purchased materials.
• The Library reserves the right to refuse donations of library materials that may not be in accordance with the Selection Policy.
• The acceptance of library materials donations does not mean that the Library will automatically add the donation to the collection. Such gifts may be assigned initially to the branch of the donor’s choice but must be available for use system wide.
• All property donated becomes the exclusive property of the Library.
• Respecting the donor’s wishes and the Library’s programs, plans and needs, the Library may retain the donation or dispose of it or sell it in a book sale and apply the proceeds in a fitting manner.
• Donations of materials for the collection that are older and may have a higher intrinsic value will require a written valuation from a recognized authority (at the donor’s expense), such as an antiquarian book dealer.
• Gift-in-kind charitable tax receipts will be issued for all donations of materials for the collection that are acceptable (as stated on the Library’s website) and exceed the value of $50. Tax receipts will be issued for the fair market value at the date of transfer in accordance with CRA guidelines.
• For donations of individual items for the collection under $1,000, the Library will accept a valuation made by a Library staff member, provided the staff member is knowledgeable in the field and is qualified to establish the value of the donation. Documentation indicating the purchase or retail price is required to be on file if a tax receipt is issued (e.g. sales receipt or printout of the retail price from a recognized retailer on the Internet, such as Amazon). Refer to Appendix C – Guidelines Governing Acceptance of Gifts-in-Kind for more information.

 

Gifts-in-Kind – Other

• The Library accepts donations of non-collection items, including artwork, equipment, software, or other tangible and intangible property.
• All property donated becomes the exclusive property of the Greater Victoria Public Library.
• Respecting the donor’s wishes and the Library’s programs, plans and needs, the Library may retain the donation or dispose of it or sell it and apply the proceeds in a fitting manner (where possible, in consultation with the donor).
• In the case of artwork, deaccessioning must be completed in accordance with the specific policies followed by the originating organization, if applicable (e.g. art gallery).
• Gift-in-kind charitable tax receipts will be issued for all donations of property for the fair market value at the date of transfer in accordance with CRA guidelines and if the property is in good condition. Fair market value is determined by an accompanying sales receipt, or by an appraisal from a qualified appraiser.
• Public and private securities – two types of donations of securities may be accepted:
  • A donation of public securities traded on a recognized stock exchange, including stocks, bonds, bills and mutual funds. The value of such donation is determined by the value of trading on the date donated.  Donations of public securities may be handled in one of two ways:
    • Transfer of securities: the donor is asked to open a no obligation, one-time only account with the Library’s brokerage firm and to direct, in writing, the internal transfer of the donated securities to the Library’s account.
    • Presentation of certificates: the donor may mail or deliver endorsed certificates to the Library or Library’s agent.  In some instances, the donor’s signature requires bank notarization.  Instructions are on the reverse of certificate.
    • Donors may also contribute private securities. The value of the donations and resulting charitable tax receipt is determined by a professional, independent valuation.

Refer to APPENDIX C for more information.

 

Planned Gifts

• Bequests – A provision in a will, directing assets from an estate to the Library. The bequest may be either a gift to the Library or it may establish an endowment.  There are several types of bequests accepted:
  • A specific bequest provides the Library a specific sum of money, stated percentage of an estate, or a specific property such as real estate or securities.
  • A residual bequest leaves some or all of the remaining estate to the Library after debt repayment and specific bequests, if any.
  • A contingent bequest ensures that the Library receives all or a share of the estate in the event of the prior death of certain other beneficiaries.
  • A residual bequest subject to life interest applies when the donor chooses to have the Library receive the bequest following the death of certain other beneficiaries who have use of the assets in the estate for their lifetime.

Bequests are eligible for a charitable tax receipt.  The Library always recommends that the donor consult a lawyer or estate planner before completing a will and retains the right to decline a donation of the donor did not retain independent counsel.

• Life Insurance – Donations of life insurance may be contributed to the Library in a number of ways, with resulting specialized tax treatment. For example:
  • A donor may donate an existing policy by designating the Library as the beneficiary and owner of the policy. The Library issues a charitable tax receipt for the policy’s cash surrender value, including accumulated dividends and interest.  If the policy is not yet fully paid-up, the donor will receive tax receipts for any additional premium payments made after the policy is assigned, upon the donor’s death, the Library receives the value of the policy.
  • In donating a new policy that names the Library as owner and beneficiary, the donor will receive charitable tax receipts for the full amount of each annual premium. Upon the donor’s death, the Library receives the value of the policy.
  • Donors may also choose to direct the insurance proceeds from an existing or new policy to their estate and to name the Library as the beneficiary of those proceeds in their wills. As per other specific bequests, the donor’s estate would receive a charitable tax receipt for the proceeds of the policy.

The tax rules regarding donations by way of Life Insurance are complex and are subject to change such that independent professional advice should always be sought by donors.

Life insurance policies owned by the donor and naming the Library as beneficiary or secondary beneficiary are not eligible for a charitable tax receipt because the donation is revocable (the designated beneficiary  can be changed).

• Charitable Trusts – The Library may accept two types of irrevocable charitable trust arrangements:
  • A remainder trust that pays the donor income from the assets (real estate, securities, cash) for life or for a number of years, and then distributes the principal to the Library.
  • A residual trust (life estate) whereby a donor donates an asset (personal residence, work of art, investment property) today, but retains the use of it during his or her lifetime.

While both remainder and residual trusts are eligible for charitable tax receipts, a professional valuation of the donation is mandatory.  The Library encourages donors to consult a lawyer or financial advisor before establishing such trusts and retains the right to decline a donation not involving professional counsel.

• Charitable Gift Annuities – A gift annuity is an irrevocable transfer of money or other asset. A portion of the principal is used to purchase an annuity from an insurance company.  The cost of the annuity is based on the donor’s age and income requirements.  The eligible donation amount will be equal to the excess of the amount contributed by the donor over the amount that would be paid at that time to an arm’s length third party to acquire an annuity to fund the guaranteed payments.  The annuity pays the donor a guaranteed income for a specific time or for the remainder of the donor’s life.  Upon death, the Library receives any remaining guaranteed income from annuity, unless the donor has specified otherwise.

Refer to APPENDIX B for more information.

 

Donor Recognition and Stewardship

• The purpose of the recognition program is to thank donors, to encourage others to give, and to build healthy long-term relationships between the Library and its donors. Every effort is made to ensure that recognition is timely, meaningful to the donor, appropriate and equitable.  Recognition of donors will conform to established guidelines.
• Donors may designate their gift to any specific branch, service or collection of the Library. These funds will be used for the purpose identified.
• Donations may be recognized in library materials such as newsletters, annual reports and the Library’s website. Individual donor names will only be listed with their permission.
• Donors may request that their donation be “anonymous”. The Library will respect such requests and not publish or name them in any internal or external publication.

A charitable income tax receipt will, however, still be generated in the name of the donor.

• Gift recognition by means of standard bookplates designed by the Library may be made for memorial gifts and major collection donations.
• Supportive of the statement on donor stewardship located under the Definitions section of this policy, the Library places a heightened awareness on its responsibility to steward donors. In consideration of each individual donor’s specific needs and wishes, the Library endeavours to provide stewardship that may include:
  • A formal financial reporting on the status of the project and its growth/use;
  • A formal report on the impact of the donation (where a meeting with the recipient is not possible).

 

Fundraising

• All funds raised will be used for the stated purposes and established priorities of the fundraising program as determined by the Board. Subject to Board approval, funds will be used as designated by the donor.
• Use of funds raised for fundraising operating expenses will be within the Canada Revenue Agency guidelines and every effort will be made to maximize dollars raised in relationship to dollars spent.
• All research on established and potential donors will be confined to information relative to the cultivation and solicitation process. Research methods will respect the individual’s right to privacy and comply with all applicable privacy legislation and the Board’s privacy policy.
• All records pertaining to established and potential donors will be held confidentially and in accordance with all applicable privacy legislation and the Board’s privacy policy.

 

Sponsorship

• A sponsorship is a mutually beneficial business arrangement between the Greater Victoria Public Library and an outside organization, in which an external party contributes funds, goods or services to the Library in return for recognition, acknowledgement or other considerations.
• Only organizations and arrangements deemed appropriate and compatible with the policies, mission, philosophy and priorities of the Library will be considered for potential sponsorships. The Library’s reputation must be considered in any agreement.
• Any program undertaken by the Library and any of its sponsors must respect the Library’s commitment to intellectual freedom.
• Sponsors may not have any undue impact on the policies and practices of the Library nor the information provided by the Library (e.g. material selection, purchasing or web content) or influence the goals and objectives of Library programs, nor require explicit endorsement of products or services.
• All sponsorship agreements must include the dates of the agreement, clearly indicating what the sponsor is contributing to the project, the value of that contribution (best market value estimate) and the forms of recognition the Library will provide to the sponsor in return. The agreement must be signed by authorized representatives from both the Library and the external organization.
• The Library ensures the confidentiality of its records by not selling or providing access to customer records.
• Sponsors’ corporate names and/or logos may not have prominence over the Greater Victoria Public Library name and/or logo. The Library reserves the right to determine the placement of such names and logos.
• Any naming opportunity will conform to the Naming Opportunities section of this policy.
• Sponsorship agreements valued at $25,000 or less shall be approved by the Chief Executive Officer and reported to the Board. Sponsorship agreements valued at $25,000 or more shall be presented to the Library Board for approval.
• Recognition of the sponsorship and ongoing support will be handled by the Library staff, in accordance with the Donor Recognition and Stewardship section of this policy.
• The parameters of any exclusivity agreement shall clearly define the nature, extent and duration of the exclusivity.
• The Library reserves the right to immediately terminate an existing sponsorship if the sponsor uses the Library’s name outside the parameters of the agreement without prior consent, or if the sponsor develops a public image inappropriate to the Library’s service and philosophy.
• Should there be a change in ownership or name or both of a sponsor during the terms of the agreement; the Library reserves the right to immediately cancel the agreement if the new organization fails to meet any of the principles or conditions outlined in this policy, or in the contractual agreement.
• Tax receipts are not issued for funds, products or in-kind services made to the Library as part of a sponsorship agreement.
• The Library Board endorses the Canadian Library Association’s Position Statement: Corporate Sponsorship Agreement in Libraries (June 1997).
• The policy statements in this section related to Sponsorships do not apply to philanthropic gifts or donations, grants or funds obtained from other levels of governments, media sponsorships, or arrangements where the Library sponsors or contributes to external projects or other organizations.

 

Naming Opportunities

• New library branches are named by Council decision of the municipality in which the branch is geographically located in consultation with the Library Board.
• Naming opportunities within the library (e.g. designation of rooms, special furniture, equipment or discrete areas within the Library) may be considered by the Library Board. Appropriate financial contributions for such naming opportunities will be determined by the Library Board.
• If a library facility is relocated, the facility may be renamed to reflect the new location.

 

Volunteer Recognition

• The Library values and appreciates the enormous contribution of volunteers to the organization, its users and the communities it serves. Without the skill, generosity and commitment of our volunteers, it would be impossible to maintain either the range or quality of our services. Volunteer activities include acting as a Board trustee, involvement with the sale of books as a Friend of the Library and delivery of materials by Visiting Library Services.
• A volunteer is defined as “a person who gives his/her services without any express or implied promises of remuneration”. Volunteers give freely of their time, talents, skills and energy with no expectation of monetary compensation.  However, according to CRA guidelines, a gift of service does not qualify as an eligible gift, eligible for a tax receipt.
• Volunteers have the right to be given meaningful assignments, to be treated as equal co-workers, to receive effective and ongoing supervision, and the right to ongoing support and recognition for their contribution to the Library. In return, volunteers agree to actively perform their duties to the best of their abilities, be accountable to the organization, and to remain faithful to the philosophies, policies and procedures of the Library.
• The Library recognizes that the recognition of volunteer contributions is an important element of volunteer management and is a responsibility of all staff of the organization.
• Formal recognition of volunteers will be initiated annually by the CEO or designate. A volunteer recognition plan may involve, but is not limited to, formal acknowledgement of Board trustees and Friends of the Library at Board meetings or Annual General Meetings of the Friends of the Library, annual social events, or Years of Volunteer Service Awards.
• In addition to formal recognition, Library staff are encouraged to undertake ongoing methods of appreciation and recognition on a regular basis throughout the year, such as an informal “Thank You”.

 

Board Policy References

Policy 3.5 – Investments

Policy 3.11 – Endowment Fund

 

Appendices

A – Guidelines on Declining a Donation

B – Guidelines Governing Acceptance of Planned Gifts

C – Guidelines Governing Acceptance of Gifts-in-Kind

Appendix A

Guidelines on Declining a Donation

At times, the Library may choose to decline a donation.  The following conditions justify such an action, although other situations may also occur:

• There are unusual features to the donation that are contrary to the objectives, values, and goals of the Library.
• The donation could not be fairly assessed and processed prior to calendar year end as per CRA gift-in-kind guidelines.
• The donation could financially or morally jeopardize the donor and/or the Library.
• The donation or donation terms are illegal or contrary to public policy.
• The Library is unable to honour the terms of the donation.
• An appropriate fair market value cannot be determined, or will result in unwarranted or unmanageable expense to the Library.
• There are physical or environmental hazards to the Library in accepting the offered donation.
• The donation could jeopardize the Library’s charitable status.
• The donation could improperly benefit any individual, including, having regard to CRA directives.
• The acceptance or refusals of donations of artwork are at the discretion of the Board.

Appendix B

Guidelines Governing Acceptance of Planned Gifts

Bequests

• Upon request, sample bequest language will be made available to donors and their lawyers to ensure that the bequest is appropriately designated, is deemed feasible at the time of designation, and that the proper legal title for the Library is used.
• A bequest may also create an endowment. Donors are encouraged to identify in their Wills endowment purposes that are in as broad as terms as possible and to address matters such as donor recognition.  Donors can demonstrate their intent in an alternative communication addressed to the Library during the donor’s lifetime.  In such circumstances, a Memorandum of Understanding confirming the donor’s wishes should be prepared for both the donor and the Library to sign.
• Donors are invited and encouraged to provide information to the Library about their bequest and, if they so choose, to send to the Library a copy of the relevant section of their will. This will allow for appropriate recognition during the donor’s lifetime.
• Library staff will not provide professional consultation to donors in the preparation of their will, or become involved in the execution or witnessing of a will in which the Library is named as beneficiary. Neither the Library nor Library staff may be named as executor in a donor’s estate.
• During the administration of an estate involving the Library, the Finance Manager, in consultation with the Library’s legal counsel, shall represent the Library in dealings with the lawyer and/or estate trustee. Where possible, legal, accounting or other professional fees associated with administration of the estate should be deducted from the donation received, with the net value of the bequest being directed as specified by the donor.
• Following receipt of the designated donation, the Library will issue to the estate a charitable tax receipt in the value of the donation.

 

Life Insurance

• Donors are encouraged to identify a preferred designation for their donation of life insurance. A Memorandum of Understanding confirming the donor’s wishes should be prepared for both the donor and the Library to sign.
• The administration of a donation of life insurance will involve a representative of the Library. This representative will:
• Request a copy of the donor’s life insurance policy, confirming the Library’s designation as owner and beneficiary;
• In the case of uncompleted policies, request annual, written notices of premium payment from the donor’s life insurance company.
• When premiums on uncompleted policies remain outstanding, the Library’s representative will recommend to the Library Board whether to pay the premiums or cash in the policy.
• Upon receipt of confirmation of the irrevocable transfer of life insurance policy to the Library as owner and beneficiary, or receipt of annual confirmation of the policy’s paid-up status, the Library will issue a charitable tax receipt for the appropriate value.

 

Charitable Trusts

• A charitable trust may be established with cash, securities, real estate, or other assets. Donations of real estate by trust are governed by the policies outlined in Appendix C of this policy.
• Upon request, a sample trust agreement may be provided by the Library. The resulting agreement will be reviewed and remains at the discretion of the Board (with the advice of legal counsel, as required).
• Library staff will not provide professional consultation to donors in the preparation of their trust.
• In the instance of a donation of a residual interest, the donor shall be responsible for real estate taxes, insurance, utilities, and maintenance of the asset after transferring title, unless otherwise agreed by the Library.
• The Library retains the right to inspect residual property from time to time to ensure that its interest is properly safeguarded.
• The donor is entitled to a charitable tax receipt for the present value of the donation calculated in current dollars. This valuation is called “discounted value” and is to be determined by actuarial calculations acceptable to CRA.

 

Charitable Gift Annuities

• Library staff will not provide professional consultation to donors in the purchase of an annuity.
• A commercial insurance company shall be selected, and the terms of the annuity contracted negotiated with the Library’s designates. Up to three quotations may be required, unless the donor indicates otherwise.

Appendix C

Guidelines Governing Acceptance of Gifts- in- Kind

General

• Other than for general donations of materials for the collection, the Library requests a written letter of offer from the donor before proceeding with the establishment of fair market value. This procedure will also apply to donations of materials for the collection that are older and may have a higher intrinsic value.   In the case of donations of artwork, additional documentation may be required.
• The Library retains the right to process donations within a reasonable time frame or to decline donations (refer to Appendix A). Donors are asked to remain sensitive to calendar year-end deadlines.
• The Library will seek at least one independent appraisal for gifts-in-kind. Where the donation is less than $1,000, the Library will accept a valuation made by a Library staff member, provided the staff member is knowledgeable in the field and is qualified to establish the value of the donation.
• If it is difficult to find an independent appraiser or if doing so would involve unwarranted expense, CRA will accept a valuation from a qualified staff member of the charity for donations in excess of $1,000. Evidence of attempts to secure an independent valuation or evidence of excessive expense must be provided.
• In the case of donated artwork, the Library will obtain an independent appraisal for items valued between $1,000 and $25,000. Two independent appraisals will be sought for items valued at $25,000 or more, and an average of the two appraisals will be used for the purpose of issuing the charitable tax receipt.  Artwork may also require certification through the Canadian Cultural Property Export Review Board.
• The ongoing maintenance of the donation is the responsibility of the Library. The cost of appraisal(s) and any shipping and related expenses may be donated by the donor, in which case a charitable tax receipt will be issued to recognize the additional contribution by the donor.
• With gifts-in-kind and in particular donations of artwork, the Library will ensure full compliance with CRA directives, including directives concerning gifts of property as part of a tax shelter.

 

Donations of public and private securities

• Donors are encouraged to identify a preferred designation for donations of securities and in some circumstances, a Memorandum of Understanding confirming the donor’s wishes may be requested to be signed by both the donor and the Library.
• Where possible, an electronic transfer of securities is encouraged.
• The administration of donation of securities will involve a representative of the Library in consultation with the Library’s investment custodian.

In the instance of electronic transfer of public securities, this representative will:

• assess if the donation is marketable and acceptable
• consult directly with the donor’s broker
• identify immediately to the Library’s investment custodian the name of the donor, name of the delivering broker, the name and number of shares and CUSIP number of shares
• request written confirmation of the date of transfer from the donor’s broker

In the instance of donation of private securities, the representative will:

• assess if the donation is acceptable, in that it can likely be sold in the future to the corporation, other stockholders, or others interested in acquiring the corporation
• retain counsel for the purpose of evaluation the proposed donation.
• Unless sold by the Library upon transfer to the Library’s name, the management and/or disposition of donated securities will be in accordance with the Library’s Investment Management policy.
• The Library retains the discretion to decline a donation of public or private securities, including having regard to assumed liabilities.
• Upon confirmation of the receipt of a donation of public securities, the Library will issue a tax receipt for the value of the donation on the date the ownership of the shares is transferred. Value is normally assessed at closing on the date of transfer or the value at close on the date the certificate is delivered or mailed.

 

Donations of real estate

• Donors shall seek and provide a qualified written appraisal of the property at their expense. From time to time, it may be necessary for the Library to secure an additional independent appraisal in order to establish fair market value and the amount of the income tax receipt.
• The administration of a donation of real estate will involve a representative of the Library or designate. Various factors, including zoning restrictions, environmental factors, marketability, current use, and cash flow, will be taken into account to ascertain that acceptance of the offered donation is in the best interest of the Library.
• The Library may authorize an environmental assessment of the property to ensure the real estate does not present a liability.
• At the Library’s discretion, donated property may be sold or retained for investment or any other purpose in accordance with the mission and plans of the Library.

Approved by the GVPL Board: January 2004

Reviewed by the Policy & Program Development Committee: November 12, 2008

Amended by the GVPL Board: November 18, 2008

This policy is established to ensure that funds which the Library generates by way of cash flows, surpluses, trust funds, reserves, or any other source, are invested to provide optimal returns after due consideration of yield, term, security, and diversification. The two main goals of this investment are to preserve purchasing power of assets through time and to provide a level of liquidity to provide the flexibility to adjust to changing market conditions and to provide adequate cash flow to permit the Library to carry out its mandate.

Scope/Limits

• This policy includes, but is not limited to trusts, endowments, donations, reserve funds, funds received from a municipality set aside for a new branch, and any other excess Library cash balances that are either on deposit or invested.
• This policy applies to all funds invested by the Library and recorded as an asset of the Library, such as those invested with the Municipal Finance Authority.
• This policy does not apply to endowment funds invested with Victoria Foundation, as these funds are invested separately from the Library and administered through the Endowment Fund Board of Management.

 

Objectives

The investment of all assets, including excess cash balances must satisfy the following investment objectives:

• A level of liquidity to provide the flexibility to adjust to changing market conditions.
• Maturity terms that ensure sufficient cash is available to meet the obligations of the Library.
• Protecting the portfolio from loss due to market fluctuations and/or poor diversification.
• Investment yields that maximize returns to ensure continued growth without the capital erosion by inflation.
• Investments that minimize financial risk.
• The terms of reference agreed with donors are respected.

 

Principles

• Investments that would be considered speculative according to generally accepted principles of conservative investment management are strictly prohibited.
• Wherever possible, excess cash balances should be minimized.

 

Responsibilities

• Responsibility for investment of the trusts, reserve fund and any other cash or assets that are deemed excess to the daily operations of the Library rests with the Finance Committee as delegated by the Board.
• The responsibilities of the Finance Committee with respect to investment management include:
• Selecting a custodian/investment advisor,
• Reviewing, at least annually, the performance of investments,
• Reviewing annually the custodian’s performance,
• Reviewing annually this policy including a reassessment of the return expectations, risk tolerance and recommending changes to the Board,
• Reporting annually to the Board.
• To ensure that donor’s wishes are respected, any restrictions on the use of funds or assets must be carefully considered before accepting the donation. These considerations are outlined in Policy 3.4 – Gifts & Fundraising and Policy 3.11 – Endowment Fund.

 

Eligible Investment Guidelines

Guidelines for the type and quality of the investment assets are summarized below.

The rating agencies used will be Canadian Bond Rating Services (CBRS) and Dominion Bond Rating Services (DBRS).

Short-term Investments

• Government of Canada treasury bills, guaranteed notes and bonds with maturity < 3 years
• Crown Corporations & Agencies notes with maturity < 3 years
• Provincial treasury bills, notes and bonds with maturity < 3 years
• Canadian Schedule 1 chartered banks Bankers Acceptances (BAs) with maturity < 1 year
• Canadian Schedule 1 chartered banks debentures with maturity
• CDIC[1]- insured Term Deposits (TDs) and Guaranteed Income Certificates (GICs) with maturity < 3 years

The minimum quality standard for short term investments will be:

• CBRS rating A-1 (Low) = Good (commercial paper & short term debt)
• DBRS rating R-1 (Low) = Satisfactory Credit (commercial paper & short term debt)
• DBRS rating A = Satisfactory Credit (bond)

Fixed Income Securities:

• Canadian bonds (federal, provincial, municipal government and corporate) with maturity from 3-5 years
• Canadian Schedule 1 chartered banks medium-term notes or debentures with maturity from 3-5 years

The minimum quality standard for bonds and debentures will be an A- (Good) rating.

 

Ineligible Investments

Funds shall not be invested in any of the following types of investment:

• Preferred shares
• Debentures, other than those listed under Fixed Income Securities under the Eligible Investment Guideline section of this policy
• Equities (Common shares and securities convertible into common shares, income trusts, instalment receipts, rights, warrants, American Depository Receipts)
• Pooled/Mutual Funds
• Derivatives (e.g. Forward exchange contracts)
• Income Trust Options
• Commodities
• Real estate (Investment in Real Estate Investment Trust (REIT) that is actively traded on a public stock exchange is permitted.)
• Mortgages,
• Mortgage-backed securities,
• Non-marketable (e.g. restricted stock, private placements) securities other than GICs or similar instruments,
• Non-arm’s length transactions that may be considered a conflict of interest.

 

Conflict of Interest

A conflict of interest is defined as any event or circumstance that impairs the ability of any member of the Board or designate, or any employee or consultant to render unbiased and objective advice regarding any investment decision of the portfolio. In such cases, the conflict must be fully disclosed on a timely basis and the member shall withdraw from the meeting during the discussion and voting on the investment decision.

RELATED POLICIES

Policy 3.4 – Gifts and Fundraising

Policy 3.7 – Reserve Funds

Policy 3.11 – Endowment Fund

CDIC – Canadian Deposit Insurance Corporation – Insurance Limit of $100,000

Approved by the GVPL Board: January 27, 2004

Reviewed by the Policy & Program Development Committee: November 12, 2008

Amended by the GVPL Board: November 18, 2008

The purpose of this policy is to establish guiding principles and outline the approval of commitments and expenditures for goods and services made on behalf of the Greater Victoria Public Library Board by employees and volunteers.  Commitments and expenditures should reflect sound business decisions and stewardship of resources and assets, ensure prudent use of library funds, and meet best purchasing practices, including competitive procurement by fair and open competition.

 This policy extends authority to the Chief Executive Officer (CEO) and designates for the development of practices and procedures that are consistent with the intent of this policy.  These practices and procedures will be supplemented and amended as required for the effective administration of this policy, to meet the current and future needs of the Library, and in accordance with strategic and business plans.

 All relevant legislation and trade agreements take precedence over this policy and all library purchasing practices will adhere to the principles of such legislation and agreements.

Principles

This policy is guided by the following principles:

1. Fair value for money will be the basis of all commitments and expenditures and will include, where appropriate, the total cost of the product or service purchases:
   1. Total costs may include but are not limited to acquisition, disposal, training, maintenance costs, and residual value, performance and environmental impact;
   2. Other intangible values to be considered where practical may include but are not limited to quality assurance, capacity of supplier, and buying local.
2. Goods and services will be procured in an efficient, timely and cost effective manner and will reflect sound business decisions that are appropriately documented and approved.
3. Procurement processes will involve engagement in an open bidding process wherever practical.
4. Procurement processes will ensure fairness, objectivity and transparency.
5. Procurement processes will ensure that maximum value is realized when disposing of surplus goods, materials and equipment.
6. The procurement of goods and services will take into account, wherever practical, the commitment to the environment and energy savings.
7. Commitments and expenditures will meet the requirements of Greater Victoria Public Library’s Policies and the Supply Chain Management Association (SCMA, formerly PMAC) Code of Ethics.
8. Commitments and expenditures will meet the requirements of legislation, including but not limited to, the Agreement on Internal Trade (AIT), and the Trade, Investment and Labour Mobility Agreement (TILMA), the British Columbia Freedom of Information and Protection of Privacy Act (FIPPA), the British Columbia Library Act, the British Columbia Local Government Act, British Columbia Social Service Tax Act, the Federal Goods and Services Tax Act, and the Canada Customs and Revenue Agency Act.
9. Greater Victoria Public Library will participate in cooperative purchasing partnerships wherever quantifiable benefits exist.
10. Suppliers and vendors will not be excluded unless there is documented evidence to warrant exclusion.

 

Conflicts of Interest

This section relates to signing authority and purchasing and extends to Board members acting in a related capacity and in accordance with Board policy 5.10, Code of Ethics.

1. Designated individuals will not exercise their signing authority in circumstances where conflicts of interest exist or could be seen to exist.
2. A potential conflict of interest with a new vendor or supplier must be declared as part of the selection process. A conflict of interest may occur when the Library representative’s obligation towards the vendor could be influenced or compromised by the following:
   1. Personal relationships
   2. Business relationships
   3. Indirect person benefit
   4. Competing loyalties

 

Competitive Bidding

Request for Information (RFI), also sometimes referred to as a RFEOI (Request for Expression of Interest) – A non-binding, open enquiry that spans the market seeking broad data and understanding on products or services that the Library is interested in procuring.  An RFI is an initial procedure used to gather information and determine the next step in the process, often used in conjunction with an RFP, RFQ or RFT. Opportunities are given public notification by way of advertisement and/or concurrently on the Greater Victoria Public Library web page and the BC Bid web site.

 Request for Quotation (RFQ) – A request for a written quotation for pricing of products and/or services that are already defined by the Library.  An RFQ is best suited for solutions, products and services that are “standardized” and/or widely available, that do not have extensive terms and conditions and specifications, and when cost is the determining factor of award.

 Request for Proposal (RFP) – A solicitation of written, competitive proposals or offers sent to potential suppliers where greater input from the proponents may be required.  Typically, an RFP leaves part of the precise structure and format of the response to the discretion of the suppliers but should seek specific data, offerings and quotations (i.e. the requirements are defined, the solution is not).  Opportunities are given public notification by way of advertisement and/or concurrently on the Greater Victoria Public Library web page and the BC Bid web site.

 Request for Tender (RFT) – A more formal request involving an open invitation to suppliers that can meet clearly defined and specific needs, usually based on information obtained earlier from an RFI.  An RFT involves an invitation to bid, which solicits competitive, written, signed, and sealed offers which must conform to the requirements of the invitation.   Opportunities are given public notification by way of advertisement and/or concurrently on the Greater Victoria Public Library web page and the BC Bid web site.

Purchase Threshold	Context	Method	Requirements	Contract requirement
Less than $5,000	Requirements are defined, product or service widely available	RFQ	A minimum of one (1) written quotation	Purchase Order, Contract or General Service Agreement
Between $5,000 and $50,000			A minimum of three (3) written quotations
Between $5,000 and $50,000	Requirements are reasonably well-defined, greater input from proponents is required	RFP	A minimum of three (3) requests for proposals and advertising	Contract or General Service Agreement
Greater than $50,000
Greater than $50,000	Requirements are clearly defined and specific, proponents must meet the specifications	RFT	A minimum of three (3) requests for tenders and advertising	Contract or General Service Agreement

Tenders

1. The CEO, at their discretion, may call for tenders for individual items costing less than $50,000.
2. Bid opening – Sealed tenders will be accepted in accordance with the closing time and date stipulated in the Request for Tender.
3.  Advertising – Requests for Tenders will be publicly advertised on the Greater Victoria Public Library web page and on the BC Bid web site.
4. Evaluation – All bid submissions are subject to evaluation after opening and before award of contract. The Request for Tender documents must clearly identify the requirements of the procurement, the evaluation method, evaluation criteria based on the guiding principles as outlined in this policy, and the weights assigned to each criterion.
5. Award – After contracts have been awarded, access to tender documents is subject to the provisions of the Freedom of Information and Protection of Privacy Act (FIPPA).
6. Vendor Complaint Process – A method to handle formal supplier complaints is an integral part of fair and open procurement policy. Formal complaints should be directed to the Director of Finance at the Greater Victoria Public Library.

Exceptions to Competitive Bid Process

1. A Competitive Exception Request form is necessary, other than for Standing Exceptions described in this section under item 3, whenever a request is made to waive the requirement for a competitive bidding process in accordance to this policy. The form requires approval by the Director of Finance, who will also forward a copy to the CEO.

2. The Competitive Exception Request form should be submitted if an exception to the competitive bidding process is deemed necessary, while ensuring compliance with any applicable procurement industry standards and/or regulations, due to:

1. A sole source situation, where there is a single supplier that is exclusively capable of meeting Library requirements within the time available, including emergency and other situations, which preclude conventional planning and processing. These situations include:
   1. One-of-a-Kind – the item or service has no competitive product and is available from only one supplier; this includes used, reconditioned or demonstration equipment available at a lower-than-new cost.
   2. Compatibility – the item or service must match an existing brand of equipment for compatibility or is manufactured or available from only one vendor.
   3. Replacement Part – the item is a replacement part for a specific brand of existing equipment and is available from only one supplier.
   4. Proprietary – the item or service is an add-on or component of a proprietary system (e.g. software) and/or is covered by an exclusive right such as a patent, copyright or exclusive license.
   5. Delivery Date – only one supplier can meet necessary delivery requirements.
   6. Unique Design – the item or service must meet physical design or quality requirements and is available from only one supplier.
   7. Emergency – Urgent need for the item or service does not permit soliciting competitive bids; including purchases needed to address major facility failures, damages due to disasters, or purchases necessary to address immediate safety and security issues.
2. A statutory requirement for procurement, such as a statutory order issued by a government authority related to environmental, public health, or workplace safety compliance.
3. A market-based condition, such as a monopoly or a product that is in short supply due to market conditions.
4. Allow for the purchase of goods and services using co-operative consortium buying procedures with other municipal or government bodies and agencies as may be deemed advantageous to the Board.
5. A donor-specified purchase.

3. Other Standing Exceptions to the competitive bidding process will be documented in a Standard Item List and allowed, as follows:

1. Standard items, which have been proven to be both supportable as well as cost-effective. A Standard Items List is required which contains pre-approved vendors and products upon which the Library has standardized.  These items are most commonly related to computer hardware, software, subscriptions and some furnishings.
2. Professional Services. Contracting of personal or consultant services involving technical, professional or specialized skills, qualification or expertise (e.g. consultants, speakers and lecturers, legal, architectural, accounting, auditing, banking, investment or insurance services, or other services that require the giving of an opinion, creativity, the preparation of a design, or technical expertise).
3. Preferred vendor arrangements. The primary example of such an arrangement in the Library is in the acquisition of library collection materials, recognized as a vital and specialized activity, and which by its inherent nature requires the establishment of relationships with vendors and suppliers and agencies on an ongoing basis similar to a Standing Purchase Order (e.g. Automated Release Plans or ARPs).
4. Recurring or Non-Competitive Expenditures. Expenditures that tend to be lower-value and regularly occurring, such as utilities, telecommunication services, professional development workshops and seminars, permits, fees, licenses, postage, advertisement, vehicle fuel, repairs and rental, supplies, travel expenses and computer peripherals.

4. The Competitive Exception Request must contain the following elements as they apply to the specific request:

1. The intended purpose or use of the product and/or service;
2. A description and/or explanation of the unique feature(s) or characteristic(s) /specification(s) of the requested product or service that will serve as the basis for a sole source justification;
3. List of sources investigated to determine that no other source exists for similar products/services capable of meeting requirements;
4. If the product/service must be compatible with other equipment manufactures or services performed by the same vendor, reference to the previous order should be provided;
5. A description of the situation or requirement that applies if the exception is not based on a sole source situation.

5. The waiving of formal bidding requirements does not mitigate the need to ensure purchases are competitively priced and the terms and conditions of the purchase are in the best interest of the Library.

Employee Purchase Cards

1. The Library offers an Employee Purchase Card program. Employees must complete an Employee Purchase Card Application, which is approved by the Director of Finance or CEO in his/her absence.  An application submitted by the CEO requires approval by the Library Board Chair or designate.
2. Cardholders must sign an Employee Purchase Card Agreement, which states card limits, procedures and responsibilities to ensure a high standard of care is achieved. Agreements are renewed annually to remind cardholders of expectations.
3. The purchase cards are the property of the Greater Victoria Public Library Board and will be issued jointly in the name of the cardholder and the Library.
4. The cardholder is responsible for all expenses charged to the cards and transactions should be for library business purposes only. Any non-reimbursable charges (e.g. meal cost exceeds allowable meal per diem) will be paid to the Library immediately or deducted from the cardholder’s next pay.
5. Purchase card expenditures will comply with established spending limits and authorities, approved budgets, and in accordance with Board policies. Any transactions allocated to expenses for which the cardholder does not have budget authority over, will require pre-approval by the appropriate budget authority.     
6. Employee cardholders will undertake to protect the card and the card account number and realize that it is for their use only.
7. When using the card for making purchases on the Internet, the cardholder will take every reasonable precaution to ensure that they are transacting on a reputable and secure website and will refer to security guidelines for Internet purchases provided on the Employee Purchase Card Agreement.
8. Lost or stolen cards are to be reported immediately according to the procedure in the Employee Purchase Card Agreement.
9. When a card is surrendered (e.g. upon retirement or termination of employment) any outstanding personal transactions charged to the card will be deducted from the cardholder’s next (or final) pay.
10. Transaction approval will involve the submission of a Purchase Card Statement by the cardholder every month. All purchases will be verified and matched with supporting receipts and documentation and assigned to an expense account.
11. The Purchase Card Statement will be signed and dated by the cardholder, confirming that all charges are correct and incurred for business purposes. The cardholder’s supervisor (or in the case of the CEO, the Board Chair or designate) will sign and date the statement confirming that all purchases are appropriate, business related charges.
12. The Director of Finance or designate(s) will perform random and spot audits of transactions and credit card activities, at least on a quarterly basis, to ensure compliance with stated policies and procedures.
13. The Employee Purchase Card Program will be independently audited, with a scope and frequency commensurate with the risks posed by the program, and upon recommendation from the auditor.
14. Loyalty and other associated points program related points whether personal or otherwise are not to be collected through the use of Employee Purchase Cards

 

Authorizations

Budgeted Expenditures

1. Established Annual Operating Budgets, approved by the member municipalities by May 1^st, and reserve fund budgets approved by the Library Board are the source of authority for all expenditures. The Library Operating Agreement sets out parameters for the Annual Operating Budget, including approval and appropriate use.

2. Budget Amendments – Individual lines within the budget may be amended (i.e. reallocated) within the following limits:

Approval requirement	Criteria	Range
CEO and Director, Finance	Within same budget category[1]	Up to $100,000
Finance Committee	From one budget category to another	Up to $100,000
Finance Committee		$100,000 up to 2% of operating budget
Board and Councils		Greater than 2% of operating budget[2]

3. The CEO authorizes certain staff members, as Budget Authorities, to make commitments and approve expenditures in accordance with approved budgets, this policy and other Board policies.

4. Budget Authority responsibilities and conditions for delegation of authority are outlined in the Budget Authority Guidelines.

Contracts

1. Contracts are formal, legally binding and enforceable agreements between the Greater Victoria Public Library (legal name “Greater Victoria Public Library Board”) and a third party.
2. Contracts will be in one of three formats
   1. Purchase Order detailing the requirements of goods and/or services;
   2. General Service Agreement (standardized GSA), if for services only;
   3. Contract detailing the requirements of goods and/or services. This can be in any format (e.g. letter, Memo of Understanding) as long as both parties sign and date the document indicating agreement.  Invoices are not considered to be a contract as defined in this section.
3. This policy does not apply to any contracts or agreements between member municipalities, such as the Library Operating Agreement, or other similar or related agreements that may involve library services, deeds, conveyances, mortgages, and other documents for the transfer or assignment of real and personal property, major long-term contracts or agreements including debentures.
4. If and RFP or RFT process was conducted, the contract will be based on the standard terms and conditions as set out in the RFP or RFT documents. These documents, any subsequent written amendment(s), the offer and the notice in writing of acceptance of the offer will constitute the agreement and form the basis of the final contract between the Library and the successful supplier.
5. A General Service Agreement is recommended for all services, as it includes standard clauses on terms and conditions, insurance, privacy and intellectual property.
6. Where applicable, the contractor’s health and safety policy will also form part of the contract.
7. Contract signing authorities, limits are summarized as follows:

Groups	Authorities
Group A	Library Board, documented in meeting minutes
Group B	CEO Director, Finance and Facilities Director, Library Services, Innovation and Delivery Director, Technology and Risk Management Director, People and Culture Director, Library Services, Planning and Engagement

Type of contract	Limit	Authorized by	Contract Format
Any	Greater than $250,000	Group A	Contract or General Service Agreement (GSA)
Any contract meeting one or more of the criteria under Contracts, section 8	n/a	Group A	Contract or General Service Agreement (GSA)
Employment offers and agreements for exempt employees, other than CEO	n/a	CEO (or designate) and Director, People and Culture(or designate)	Standard formats approved by CEO and Director, People and Culture
Employment offers and agreements for CUPE 410 employees	n/a	CEO, delegated to Director, People and Culture **	Standard formats approved by CEO and Director, People and Culture and in accordance with CUPE 410 requirements
Goods and/or services other than above	Less than $5,000	Any 2 of Group B	Optional
	$5,000 to $100,000	Any 1 of Group B and Director, Finance (or designate)	Purchase Order, contract or General Service Agreement
	$100,000 to $250,000	Any 1 of Group B and Director, Finance (or designate); reviewed by CEO (or designate)	Purchase Order, contract or General Service Agreement

8. Contracts will be authorized by the Library Board (Group A) if one or more of the following criteria applies:

1. Any contract or agreement which in the opinion of the CEO or designate exposes the Library to an uncertain and potentially significant liability;
2. Any contract or agreement which in the opinion of the CEO or designate is precedent-setting or involves sensitive issues;
3. Any lease, license or other agreement for the use or occupation of Library or member municipality real property by third parties or the real property of third parties by the Library or member municipality where the term is or may be in excess of five years (including therein any periods of renewal or extension provided for in the lease, license, or agreement) or the annual rental or other annual payment related thereto exceeds $250,000;
4. Any actions which under the Library Act require the prior approval of a government legislated body (e.g. Minister of Education, Minister of Finance);
5. Any contract or agreement which a Board Committee requests be brought before the Board for approval.

9. Contracts exceeding $50,000, excluding employment contracts, will be considered for review by legal counsel, based on the recommendation of the CEO.

10. Purchase orders may be issued in other situations in order to document specific details and specifications of purchases.

11. Where the ongoing regular supply of goods and services from a single source are deemed necessary, a Standing Purchase Order may be issued. Standing Purchase Orders will be established in accordance with the “Principles” of this policy and reviewed every five (5) years, to ensure compliance with this policy and to ensure that the Library is receiving the best value.

12. Designated individuals have the responsibility to exercise their signing authority in a prudent manner. Depending on the nature of the agreement to be signed, this responsibility will include an assessment of some or all of the following:

1. The ability to meet the terms specified in the agreement;
2. Compliance with all related legislation, regulatory requirements and Library policies that may be impacted by the agreement (e.g. labour legislation, intellectual property requirements, approvals or waivers that may be required from individuals other than those signing the agreement);
3. The financial impact of the agreement on the Library, considering the total cost of the product or service purchased, including tangible and intangible costs as outlined in this policy under Principals, item 1, such as acquisition, disposal, training, maintenance, residual value, and capacity of vendor;
4. Whether legal advice should be obtained prior to signing the agreement;
5. The need to consult with key internal stakeholders on other considerations including, but not limited to, technology infrastructure and support, privacy, staff resourcing, public services, insurance, communications, and facilities.

13. The CEO may remove a vendor’s name from consideration for contracts under this policy on the basis of poor performance or non-performance on a Library contract. The basis of such decisions will be fully documented.

14. Contract process will be reviewed once every three (3) years.

 

Bank Signatories – Disbursements (e.g. Cheques, electronic fund transfers)

Groups	Authorities
In accordance with banking agreement.
Group A	Board Chair Board Vice-Chair
Group B	CEO Director, Strategic DevelopmentDirector, Finance

Type of disbursement	Limit per disbursement	Authorized by	Under authority of
Cheques and Telpay	Up to $250,000	Any 2 from Group B	Approved Budget and Board Policies
Cheques and Telpay	Greater than $250,000	Any 1 from Group A and Any 1 from Group B
Employee Purchase Cards	Card limits	Transactions:  Cardholder and Budget Authority or Supervisor Payments:  CEO, delegated to Director, Finance		Umbrella agreement with financial institution and provincial government
Direct deposit of routine salary/wages and payroll withholding taxes	n/a	CEO, delegated to Director, Finance**		Standing agreements between the Library Board, CUPE 410 and employment contracts with exempt employees
Non-routine payroll payments to employees other than exempt employees	n/a	CEO, delegated jointly to Director, Finance and Director, People and Culture**		Standing agreements between the Library Board, CUPE 410
Non-routine payroll payments to exempt employees	n/a	Any 2 from Group A		Subject to terms of employment contracts
Pre-authorized electronic fund transfers (e.g. tax remittances, lease payments)	n/a	CEO, delegated to Director, Finance **
Fund transfers between Library bank accounts	n/a
Fund transfers between Library bank and investment accounts	n/a

** Where the CEO delegates to a Director, the CEO or designate will authorize in the Director’s absence.

 

Procedures

• Budget Authority Guidelines
• Tendering Procedures

 

Forms and templates

• Competitive Exception Request form
• Standing Items List
• Employee Purchase Card Application
• Employee Purchase Card Agreement
• General Service Agreement

Next Review Date: September 2026

Last Reviewed: September 2021

Original approval by the GVPL Board: November 2008

To implement financial standards for the Library that will assure fiscal viability through the establishment and maintenance of reserve funds for current operations, capital replacement, and contingencies.

Scope/Limits

This policy applies to all reserve funds of the Library.  In accordance with Public Sector Accounting Board (PSAB) guidelines, externally restricted funds held by the Library are classified as deferred revenue and consequently, not considered a reserve fund for the purposes of this policy.  The Chief Executive Officer will ensure that any externally restricted funds will be fully documented in terms of purpose of fund, including procedures and plans for spending and that such funds will be regularly reported to the Finance Committee.

Definitions

Surplus – Annual operating surplus resulting from revenues exceeding expenditures in a year.

Reserves – Accumulated funds on the balance sheet, either as a result of a surplus or from other operating funds set aside for a specific purpose.

Policy

The Library shall hold the following reserve funds

• Operating Reserve
• Replacement Reserve
• Contingency Reserve

The reserve funds will not be shown in the budget, but will be held in separate general ledger balance sheet accounts with equivalent funds invested in either Library bank accounts and/or Library investment accounts. These funds will be externally audited every year as part of the Library’s regular financial audit.

Fund Balances

The goal of the Board is to maintain the reserve fund balances as follows:

• Operating Reserve
  • The Board annually reserves funds at the end of the fiscal year to meet obligations for library materials ordered but not yet received or paid for.
  • Any operating surplus realized in a fiscal year automatically transfers into the operating reserve. The Board shall determine the use of such funds by May 1^st of the subsequent year.
  • Unrestricted Endowment Funds received from The Victoria Foundation as expendable income earned on funds endowed and invested with the Foundation shall be recorded in the Operating Reserve until expended.
• Replacement Reserve

The Board shall forecast the funds required to achieve the replacement reserve plan estimated costs for at least ten years into the future, and budget for an annual transfer from operations, an amount sufficient to provide those funds over the period forecast.  Additional funds from donations, sale of assets, or appropriation of surplus, may be paid into the reserve from time to time.

• Contingency Reserve

It is the policy of the Board to provide for unanticipated expenditures or shortfalls of revenue in the operating budget through the Contingency Reserve. Monies, as available, may be paid into the reserve. The balance of the reserve shall be at least 1% of the current year’s operating budget.  If this goal is not met, the Finance Manager will budget for an annual transfer from operations sufficient to achieve the goal within five (5) years.

The annual budget and five-year financial plan approved by the Board shall include a statement of the current amount in the reserve funds and the anticipated interest earnings over the fiscal year. The budget will include lines for anticipated net transfers between the reserve funds and the operating budget.

The reserve funds shall be credited at the end of each fiscal year with any interest earned on the fund balances.

Fund Expenditures

Expenditures from the reserves, and transfers between reserves and operations may only be made at the discretion of the Board, and only for the purposes outlined below:

• Operating Reserve
  • Funds reserved at the end of the prior fiscal year to meet obligations for library materials ordered but not yet received or paid for will be fully expended in the current year to meet such obligations.
  • The Board shall determine the use of surplus operating funds from the prior fiscal year by May 1^st of the subsequent year. The options will be to appropriate all or part of the fund balance to another reserve fund or to approve transfer of funds to operating revenue of a specific year or years.
  • The use of unrestricted endowment funds will be determined by the Endowment Fund Management Board by June 30th of the subsequent year in which the funds are received.
• Replacement Reserve

To provide for the substantial maintenance, upgrading or replacement of capital items including, but not limited to vehicles, furniture, equipment, floor coverings, and interior finishes, over and above regular maintenance, upgrades or replacements provided for in the annual operating budget and to provide for any interior alterations, additions and renovations, including any feasibility studies and cost estimates required.

• Contingency Reserve

To provide for unanticipated expenditures or shortfalls of revenue in operations that include, but are not limited to, loss of major revenue source, unanticipated operating expenditures or increases in service delivery costs that cannot be financed through changes in the regular budget lines.

Refer to Policy 3.5 – Investments for guidelines on investment of reserve funds.

Approved by the GVPL Board: November 18, 2008

Reviewed by the Policy & Program Development Committee: November 12, 2008

The purpose of this policy is to establish and define the limits and the conditions related to travel; to guide the selection of the most cost effective means of travel; to identify allowable expenses for travel and education and to define other allowable expenses; and to establish authority and criteria for pre-approval of travel requests.

Scope/Limits

• This policy applies to all Library employees, volunteers and Board and committee members.
• For the purposes of this policy, “allowable expenses” mean Library-related expenses that have been paid directly by or on behalf of employees, board members, volunteers and visitors.
• For the purposes of this policy, “performance of his/her duties” shall refer to those duties performed by an employee, board member and volunteer related to Library business and as expected by their assigned role. Such duties shall include attendance at events related to professional development or training that has been approved or acting as a Library representative.
• It shall be confirmed by the appropriate budget authority that expenditures incurred in relation to this policy have sufficient funds in place in the budget.

Principles

• The Chief Executive Officer (CEO) shall incur travel, education and other allowable expenses as required and will submit an expense report and receipts for such expenses at the next scheduled board meeting for review and approval by the Chair of the Board or designate.
• All other employees must receive the prior approval of their supervisor and the Manager of Human Resources for all travel and education expenses using the Approval/Claim Form for Travel and Education Expenses.
• Travel, education and other allowable expenses shall only be reimbursed upon the submission of a properly completed and approved expense report (refer to Forms section below). The expense report must be accompanied by original vouchers and invoices (excluding per diem and mileage rates) and should be submitted to accounts payable.
• Standing approval may be granted in circumstances where employees have approval for sitting on provincial or national committees or in situations where a series of trips can be scheduled, it can be granted for the duration of the commitment.
• Travel on Library business should be conducted in the most cost-effective manner that is feasible for the circumstances. Groups travelling together should consciously attempt to pool resources wherever possible, i.e. carpooling for on-island or lower mainland travelling or sharing transport to and from airport.
• The greatest possible flexibility in arranging for the least expensive fares will be a chief consideration when entering into an arrangement with a travel agent or consultant.
• Travel discounts, such as airline frequent flyer, hotel and automobile rental bonus points which are accumulated by employees while travelling, must not be used for personal benefit. Such discounts must only be applied against future Library travel.
• Allowable distance and per diem rates will be aligned with other government agencies and will be reviewed annually.
• All protocol related expenses require the prior approval of the CEO. Claims for alcohol will only be considered in circumstances where protocol dictates that alcohol be provided.

Travel, Education & Other Allowable Expenses

• Air Travel
  • Economy class of air travel is to be used in all cases.
  • Necessary layovers to achieve savings can be booked. However, accommodation and meal costs for the additional layover days will be reimbursed to an amount not to exceed the original savings.
  • Flights should be booked as far in advance as possible to obtain the best rate. When seat sales are discovered, this information should be shared with those who may be travelling to the same location.
  • Flight (life) insurance will not be reimbursed. If purchased, it is deemed the responsibility of the employee.
  • Flight cancellation insurance will not be reimbursed.
• Meals
  • During the course of travel during the performance of his/her duties, employees and board members may be reimbursed for the cost of meals up to the maximum per diem rates allowable for breakfast, lunch and dinner.
  • Receipts for actual costs may be submitted (which are less than the per diem rate) or the per diem rate may be claimed without receipts.
  • Gratuities are allowable expenses (up to the per diem maximum) and, as a general rule, should not exceed 15% of the total bill.
  • Per diem rates, forms and procedures are available online through the Finance Department.
• Incidental Expenses
  • Upon submission of receipts, costs for entry visas and airport taxes will be reimbursed.
  • No reimbursement will be made for parking tickets, traffic fines, tow charges, repairs or insurance deductions related to an accident.
  • Exceptions may be made for parking tickets incurred by a Library shuttle vehicle incurred as a result of a condition or circumstance outside of the shuttle driver’s control. Exceptions will be approved on a case-by-case basis by the appropriate supervisor.
• Mileage Rate
  • A Kilometre Chart, mileage rate and procedures are available online through the Finance Department. The rate will be automatically aligned with the CRA (Canada Revenue Agency) automobile allowance rate for the province of British Columbia.
  • This allowance is intended to cover gas, maintenance and any insurance costs associated with operating a personal vehicle.
  • Reimbursement for distance travelled on Library business shall be paid to employees and volunteers who are required to use their own vehicles in the performance of their duties. Board members may be reimbursed for travel expenses related to specific trips made on behalf of the Library Board.  The Library does not reimburse for distance travelled from an employee’s residence to assigned place of work or return, nor does the Library reimburse for distance travelled from a Board member’s place of work to the assigned Board meeting location or return.
  • Mileage shall be reimbursed when an employee or volunteer is required to travel to another Library location other than his/her normal work location for Library business or other location in the performance of his/her duties. He/she will be reimbursed for two-way travel expenses to and from the second location.
  • Where carpooling has occurred, only the owner of the vehicle may submit distance claims.
• Taxi Fares
  • Taxi fares shall be reimbursed during the course of travel for Board members and employees travelling out-of-town during the performance of their duties.
  • Taxi fares shall be reimbursed when an employee or volunteer is required to travel to another Library location other than his/her normal work location for Library business or other location in the performance of his/her duties and when no other travel arrangement is available.
• Parking
  • Parking shall be reimbursed during the course of travel for Board members and employees travelling out-of-town during the performance of their duties.
  • Parking shall be reimbursed when an employee or volunteer is required to travel to another Library location other than his/her normal work location for Library business or other location in the performance of his/her duties.
  • The Library will pay for parking expenses of Board members who park in the City of Victoria parking lot located below the Central branch while attending Board, committee and other meetings related to the performance of their duties. Parking stamps are obtained from the Executive Assistance to allow exit from the parking lot.
• Accommodations
  • Accommodations will be reimbursed for single occupancy. Original receipts must be submitted.  Where one or more employees have shared accommodation, receipts should be clearly denoted for shared costs.
  • If staying at a private home, a rate of $25.00 per night will be reimbursed with no receipt required.
• Insurances
  • Coverage of up to $1,000,000 is currently part of the extended health care plan the Library provides. Reimbursement for out-of -province medical insurance would be made only if the individual is not enrolled in this plan.
• Alcohol
  • No claim for alcoholic beverages will be accepted with the exception of special protocol functions that have prior approval of the CEO.
• Education
  • Education expenses refer to all professional development expenses, other than travel costs incurred concurrently, including, but not limited to conference registration, courses and workshops.
  • All employees must receive the prior approval of their supervisor and the Personnel Officer for all education expenses using the Approval/Claim Form for Travel and Education Expenses.
  • Whenever possible, employees shall include education expenses, including costs, if known, in their Training and Development plan included in their Performance Plan for the current year and one subsequent year. Such plans are discussed with the employee’s supervisor and approved training and development plans are included in the final Performance Plan.  Inclusion of education costs in the performance plan will provide the ability for advanced planning and coordination of all employee professional development and prioritization and funding for such requests.
• Hospitality Expenditures
  • Meal costs incurred during the course of travel are included in this policy under Section A. Travel and Other Allowable Expenses, part a.  and are considered separate from this section of the policy.
  • Reasonable hospitality expenses for food, beverages, gifts, and social or recreational activities may be reimbursed if such expenses are deemed to contribute to the efficiency and effectiveness in achieving the Library’s activities and strategic goals.
  • Gratuities are allowable expenses when appropriate (e.g. for food that is delivered) and, as a general rule, should not exceed 15% of the total bill.
  • To incur hospitality costs on behalf of the Library, employees must have advance authority which is either a clear condition of the position held or is given by the appropriate authority (minimally, senior management level).
  • Alcohol is not normally considered an allowance expense, with the exception of special situation that have the prior approval of the CEO.
  • All persons incurring a hospitality expense on behalf of the Library are expected to exercise reasonable care and judgment.
  • Costs related to department social entertainment (e.g. employee birthday) are normally the responsibility of the employees attending the event.

Payment and reimbursement

• Receipts
  • Receipts are required for all expense items unless claiming an advance, per diem, mileage allowance, parking meters, cash gratuities or if it has been otherwise noted in this policy that no receipt is required.
  • In some circumstances, reimbursement will be made for expense items under $10.00 without a receipt, in which case, a description of such expenses is required, with the exception of allowances.
  • Original receipts are required; photocopies or facsimiles of receipts are not acceptable. Credit card sales slips, credit card statements, cancelled cheques, airline itinerary confirmations or fare quotes are not acceptable.
• Advances
  • If required, advance monies may be requested for an amount not less than $200. Two (2) weeks are required for processing and advances are issued only in Canadian dollars.
• Employee Purchase Card
  • Travel and education expenditures may be paid using an Employee Purchase Card issued by the Library. Such expenditures shall be recorded on the Approval/Claim Form for Travel and Education Expenses.
  • Other allowable expenditures may be paid using an Employee Purchase Card issued by the Library. All receipts should be submitted in accordance with established procedures for the Employee Purchase Card (refer to Policy 3.6 – Purchasing, Appendix A).

Expenditure audits

In order to ensure that controls are in place and properly executed, the Finance department or the Library’s external auditors will periodically perform unannounced audits of selected expenditures.

Forms

• Approval/Claim form for Travel and Education Expenses
• Mileage Reimbursement Form
• Cheque Requisition Form
• Board member Expense Claim Form
• Volunteer Expense Claim Form

Approved by the GVPL Board: November 18, 2008

Reviewed by the Policy & Program Development Committee: November 12, 2008

The Library Endowment Fund (“Fund”) was created to assist the Library by making available revenue to purchase library materials and equipment beyond the normal funding provided through operations.

This fund was jointly established by the Friends of the Library and the Board in July 1985.

Scope/Limits

• The fund was formally approved by an amendment to a former Library Operating Agreement between four core municipalities and the Provincial Secretary, effective November 1, 1985, and continues under succeeding agreements.
• Endowment funds are designated as either restricted or unrestricted. The reserve funds will not be shown in the budget, but will be held in separate general ledger balance sheet accounts with equivalent funds invested either with the Victoria Foundation or Library bank accounts and/or Library investment accounts, depending on the funding cycle and type of fund (principal or income).   Consequently, this policy applies to all funds received and designated as Endowment Fund, regardless of physical location of such funds.
• Endowment funds invested with the Victoria Foundation are not shown as a Library asset on the audited financial statement, but rather are reported in the notes to the audited financial statements annually.
• The Library’s Policy 3.4 –Gift and Fundraising also applies to Endowment Fund donations.

Board of Management

The fund shall be administered by a Board of Management constituted as follows:

• Two members appointed by the Friends;
• Two members appointed by the Board, one of which shall be the Chair of the Board.

A member appointed by the Friends shall always be the Chair of the Board of Management.

The CEO/Secretary to the Board and the Finance Manager/Treasurer to the Board shall attend the meetings of the Board of Management and shall advise as required.

A representative of the Library’s auditors may attend the meetings of the Board of Management and shall advise as required.

Decisions of the Board of Management shall be made by majority vote, provided that a quorum for any meetings shall be three members and that the Chair shall not have a second or casting vote.

The Finance Manager/Treasurer to the Board shall be the Treasurer of the Endowment Fund.

The Board of Management shall meet a least once a year, or at the call of the Chair.

Management of Funds

• Signing Officers
• The signing officers for the Endowment Fund shall be:
  • The Chair of the Endowment Fund Board of Management;
  • The Chair of the Library Board;
  • The CEO/Secretary of the Library Board;
  • The Finance Manager/Treasurer of the Library Board.

Any appropriation or expenditure of the Fund shall be signed by two of the signing officers.

• Investment of funds

Any contribution to the Fund shall be deposited in an interest-bearing account in an appropriately deposit-insured financial institution.  The Treasurer shall invest funds in treasury bills or such other investments as are authorized for trust funds by the Trustee Act, and as directed by the Board of Management.  A portion or all of the funds may be transferred to The Victoria Foundation, as directed by the Board of Management.

• Expenditure of Interest from funds

The Board of Management may designate the expenditure of up to 50% of the interest revenue in any year, or up to 100% of the income received from any funds transferred to The Victoria Foundation.  Unrestricted Endowment Funds received from The Victoria Foundation as expendable income earned on funds endowed and invested with the Foundation shall be recorded in the Operating Reserve until expended.

• Treasurer’s Report

The Treasurer shall prepare a financial report for each meeting of the Fund’s Board of Management.

• Accounting

For the purposes of accounting, the assets of the Fund excluding assets transferred to The Victoria Foundation, form part of the accounts of the Library and shall be included in the Library’s annual audit.

• Administration Expenses

Such expenses shall be shared between the Friends of the Library in such manner as they may agree from time to time, with the exception of bank charges, which shall be borne by the Fund (Letter of Understanding attached).

Acknowledgment of Donations

The CEO will respond with a personal letter of thanks to every donor.

The CEO may recommend that the Fund’s Board of Management, the Friends of the Library, or the Library Board acknowledge outstanding donations.

All donors to the Fund will receive an official charitable tax receipt from the Library Board for their donation that complies with requirements of the Canada Revenue Agency.

Any bequest to the Fund that has conditions attached will be referred to the Board of Management for decision on its acceptance.  Donor recognition initiatives will reflect the principles stated in the Library’s Policy 3.4 – Gift and Fundraising and will be reviewed by the Endowment Fund Board of Management from time-to-time.

Amendment of the Terms of Reference

From time to time, the Endowment Fund Board of Management may recommend to the Board changes in these Terms of Reference.

Such changes shall be referred to the Friends of the Library for review and recommendation and shall only be implemented after having received the approval of the Board.

Approved by the GVPL Board: December 14, 2004

Reviewed by the Policy & Program Development Committee: November 12, 208

Amended by the GVPL Board: November 18, 2008

All employees of the Library have a right to work in a safe and healthy environment.  The Board and management are committed to providing and maintaining the necessary resources and will work with employees to promote a comprehensive Occupational Health and Safety Program.

Our program will comply with regulatory requirements and will be regularly reviewed to ensure ongoing effectiveness.  We will be proactive to identify hazards and responsive to implement preventive actions.

Managers have overall responsibility for the Occupational Health and Safety Program, the development of safe work practices and the provision of the safe work environment, equipment, training and supervision.  Managers will also ensure appropriate and timely action to rectify deficiencies.

Branch Heads and supervisors have direct responsibility for employees and the workplace and will ensure that work is planned with safety in mind, hazards are eliminated or sufficiently controlled and employees follow safe work practices.

Employees are responsible for learning and following safe work practices, reporting hazards to their supervisor and only performing work when it is safe to do so.

By working together and sharing these responsibilities, the Library will maintain a healthy and safe workplace.

Approved by the GVPL Board: June 26, 2001

Reviewed by the Policy & Program Development Committee: November 17, 2009

Amended by the GVPL Board: February 24, 2009

This policy outlines standards to protect confidential information, in all its forms, to which Library staff and others may have access.  By clarifying expectations, these standards will protect both the Employer and employees and others who have access to confidential information.

Scope

This policy applies to all GVPL employees, contractors, consultants, and other workers, including all personnel affiliated with third parties.  The term “user” in this policy includes all of these individuals who from time to time or as part of their normal job duties have access to confidential information.  The term “patron” in this policy applies to Library users.

Standards

As part of their role in the organization users may acquire confidential information about GVPL, its patrons and/or its employees.  Users are expected to take all reasonable measures to safeguard any confidential corporate information or confidential information about Library patrons and staff they may obtain in the course of their normal job duties or otherwise.  Confidential information must be securely destroyed when it is no longer needed.

Users may only access and/or alter confidential information as required for them to carry out their normal job duties.  This includes, but is not limited to, patron records and employee personnel files.

Users who receive confidential information through their employment or other association with GVPL must disclose, release, or transmit such information only to those persons who are authorized to receive it.

Users are expected to exercise caution and discretion in handling confidential information including taking care not to discuss such information in social or public situations.

The proper handling, protection, and disposal of confidential information applies both within and outside the Library and continues to apply after the employment or other relationship ends.

Approved by the GVPL Board: November 24, 2009

Reviewed by the Policy & Program Development Committee: November 17, 2009

The Library is committed to supporting a positive and respectful workplace for all employees. This policy builds on the recognition expressed by both the Employer and the Union in the Collective Agreement that employees have the right to work in an environment free from personal and sexual harassment and on the definitions and terms in the relevant Collective Agreement articles. The purpose of this policy is to prevent, correct and remedy situations that related to bullying and personal harassment and discriminatory harassment. It is intended to promote the well-being of every employee and to foster the values of integrity and trust that are essential for a sound organization. This policy is not intended to conflict with or override the terms of the Collective Agreement or employment contracts.

SCOPE

This policy applies to all Library employees.  The terms of the policy apply to all situations where activities are connected to employment at the Library and could impact on employment both at the workplace and away from the workplace.  This includes, but is not limited to:

• Activities on Library premises;
• Work assignments outside of Library premises;
• Work-related functions; conferences, training sessions, and seminars;
• Work-related travel;
• Telephone conversations;
• Electronic communication, including email and social networking sites.

This policy is not intended to constrain social interaction between employees.

The Employer recognizes that Library employees may be subjected to workplace harassment by outside parties.  In those circumstances the Employer acknowledges its responsibility to support and assist employees subjected to such harassment.

DEFINITIONS

1) Bullying and personal harassment includes:

Inappropriate conduct or comments by a person towards a worker that the person knew or reasonably ought to have known would cause that worker to be humiliated or intimidated. Bullying and harassment is not acceptable or tolerated. Examples include:

• Verbal aggression or insults, calling someone derogatory names, harmful hazing or initiation practices, vandalizing personal belongings and spreading malicious rumours

Bullying and harassment excludes:

• Any reasonable action taken by and employer or supervisor relating to the management and direction of workers or the place of employment. Reasonable day-to-day managerial functions and activities such as work assignment, performance evaluation and progressive discipline are not considered bullying and personal harassment under the Collective Agreement or this policy.

2) Discriminatory harassment includes:

• One or a series of incidents involving unwelcome comments or actions concerning a person’s race, colour, ancestry, place of origin, political belief, religion, marital status, family status, physical or mental disability, age, sex (includes gender, sexuality, and pregnancy), sexual orientation, or a criminal conviction unrelated to employment that detrimentally affects the work environment or leads to adverse job-related consequences for the victim(s) of the harassment.

Examples of sexual harassment include the following:

• Verbal conduct, such as epithets, derogatory comments, slurs, offensive remarks, jokes, innuendo, abusive language, unwelcome attention of a sexual nature such as questions or remarks about sex life, invitations, and remarks about physical appearance.
• Visual conduct such as leering, derogatory posters, cartoons, drawings, gestures, displays of sexually explicit, racist, or other offensive or derogatory material.
• Physical conduct, such as unwelcome physical contact including touching, patting, assault, or blocking normal movement.
• Threats and demands to submit to sexual requests in order to keep one’s job or to avoid some other loss, and offers of job benefits in return for sexual favours.

STANDARDS

A Respectful Workplace is characterized by:

Polite Behaviour – Courteous and considerate behaviour toward others;

Inclusion – Of people with different backgrounds, cultures, strengths and opinions;

Inclusion for the purpose of this Policy means welcoming people with diverse backgrounds into the workplace. Behaviours include but are not limited to: working to understand cultural differences; working constructively with employees who have been accommodated as a result of the employer’s duty to accommodate; and valuing others’ differing styles and contributions.

Constructive management of differences – Differences are understood to be a fact of life, every employee has a responsibility to acknowledge that views and opinions held by others and decisions that are made by managers and supervisors may not always coincide with their own; such differences are unlikely to constitute harassment or bullying. The harassment process should not be used to vent feelings or minor discontent or a feeling of dissatisfaction with life in the workplace.

Support – Individuals are supported to learn and practice respectful workplace skills.

Support includes coaching, in-service training and/or internal or external intervention designed to bring dispute resolution skill and respectful workplace knowledge to a work unit.

Reasonable day to day managerial functions and activities such as work assignment and progressive discipline are not considered harassment under the Collective Agreement or this policy.

CONFIDENTIALITY

This policy is intended to respect the rights of anyone who may be involved in a complaint and to ensure that the interests of all those involved in the complaint process are protected.

Every reasonable effort will be made to keep matters relating to alleged workplace harassment confidential. Anyone involved in an investigation of an alleged incident must keep confidential the names of any other party or any circumstances related to the complaint except as necessary to report or investigate an incident, take action flowing from an investigation, or as required by law. Information will be disclosed only to the extent required to:

• Protect the safety and security of any individual involved in a complaint, or any other Library employee or person where a reasonable concern for their safety is identified;
• Conduct a proper and fair investigation;
• Comply with the law or litigation.

ROLES & RESPONSIBILITIES

The Chief Executive Officer (CEO) is responsible for:

• Overseeing this policy. The CEO may appoint a designate to be responsible for the day-to-day administration and stewardship of the policy. The CEO will execute the roles and responsibilities of the designate should an allegation involve the designate.

In the event an allegation involves the CEO the matter will be dealt with incamera by the Library Board who will determine and assign responsibility for the investigation and disposition of the matter.

Directors, coordinators and supervisors are responsible for promoting a work environment free from unacceptable behavior and manage any allegations of harassment as quickly as possible in accordance with associated procedures.

Employees and contractors hired by the GVPL have a responsibility to behave in a way that is not offensive to others and supports the values of the library. This includes not engaging in the bullying and harassment of others and applying and complying with the Library’s policy and procedures.

ANNUAL REVIEW

This policy statement will be reviewed every year. All Library employees will be provided with a copy.

Approved by the GVPL Board: September 26, 1995

Reviewed by the Policy & Program Development Committee: November 5, 2013

Amended by the GVPL Board: November 26, 2013

The Board is committed to actively encouraging the prevention of violence in the workplace and to the promotion of a violence free environment.  Any act or threats of violence against employees and/or Library users and members of the public are unacceptable and will not be tolerated.

The establishment of effective procedures shall ensure that every reasonable step is taken to identify the source of such action, promote working conditions which will minimize, reduce or eliminate the potential for violent incidents or threats of violence to occur within its operations or facilities. Anyone not adhering to this policy may be subject to a sanction up to and including an indefinite ban from all GVPL library branches.

Employees’ Responsibilities

Employees shall cooperate and follow prescribed procedures for the management of such incidents, willingly participate in the investigation, control and elimination of such occurrences and are immediately obliged to report threats or incidents of violence

Supervisors, Managers’ and Employers’ Responsibilities

The supervisors shall cooperate and ensure that all employees are made aware of hazards, follow the prescribed procedures for the management of such incidents and are therefore adequately trained in the recognition and management of potentially violent incidents to protect themselves against acts or threats of violence

By working together and sharing these responsibilities, the Library will promptly investigate reported incidents or threats of violence by designated individual(s) in an objective and sensitive manner.  Corrective action necessary to prevent the recurrence of similar incidents will have the highest priority.

Approved by the GVPL Board: October 26, 1999

Reviewed by the Policy & Program Development Committee: September 12, 2024

Amended by the GVPL Board: September 24, 2024

The Library is committed to promoting public trust in its management of information and technology assets.  Inappropriate use of technology exposes the Library to risks including virus attacks, compromise of network security, privacy or confidentiality breaches, and potential legal liability.  The Library is committed to protecting its partners, patrons, staff, and the organization from illegal or damaging actions by individuals, either knowingly or unknowingly.

The purpose of this policy is to outline acceptable and responsible use of technology at the Library.  The terms of this policy are intended to protect both the employee and the organization.  Nothing in this policy is intended to impose restrictions that are contrary to the Library’s established culture of openness, trust, and integrity.

Scope and Definitions

This policy applies to all Library employees, contractors, consultants, and other workers, including all personnel affiliated with third parties (referred to collectively as “users”).  The term “patron” in this policy applies to Library users.

The policy applies to assets and equipment owned or leased by the Library.  Technology systems include, but are not limited to, computer, network and telecommunications equipment, software, operating systems, storage media, network accounts providing access to electronic mail, Internet/Intranet/Extranet-related systems, and data.

Usage is also governed by all other applicable Library Board policies such as the Employee Code of Conduct, Confidentiality, and harassment policies.

Standards

The following standards apply to all users of Library technology:

• Users are expected to comply with all applicable legislation, regulations, policies and standards.
• All technology related hardware, software, applications, and data are strictly the property of the Library and should be used for work-related purposes.
• Employees are permitted occasional personal use of Library technology systems provided such use does not contravene this or any other Library Board policy and does not interfere with an employee’s regular work duties. The Library is to be reimbursed for costs incurred as a result of personal use.
• Any content created or transmitted using Library technology systems will be managed as a Library record. Users should be aware that all documents, including email messages, produced using Library technology systems are the property of the Library and may be accessed by the employer at its sole discretion should this be required as part of an investigation.
• Users are expected to maintain and protect passwords for Library technology systems and website access (i.e. vendors, service providers, support sites, etc.) and are expected to provide them when so directed by the employer.
• Users are expected to respect licensing agreements, copyright, and other intellectual property rights at all times.
• Users are expected to use only legal and authorized software.
• Users are expected to safeguard the productivity, integrity, or security of Library technology systems.
• Users will not divulge, share, or compromise their own or another’s Library authentication credential.
• Only users who are authorized to do so will monitor information technology networks.
• Users are expected to use email in a professional and responsible way.
• Users shall not knowingly access Internet sites that contain illegal, inappropriate, or offensive content.

In addition to these standards, users are expected to follow all specific guidelines that are in place to safeguard the security of integrity of all Library technology systems.

Approved by the GVPL Board: November 24, 2009

Reviewed by the Policy & Program Development Committee: November 17, 2009

The Library is committed to the principles of integrity, accountability and openness.  This policy sets out guidelines for reporting and investigating any suspected act of wrongdoing where there are no other procedures in place for doing so.  The policy also provides protection from retaliation to those who report suspected acts of wrongdoing in good faith.

Nothing in this policy is intended to conflict with or override the terms of the Collective Agreement or employment contracts, nor is it intended to create an independent reporting requirement where another process exists.

SCOPE

This policy applies to all Library employees.

In the event that any portion of this policy is inconsistent with the Collective Agreement or federal or provincial legislation, that portion and only that portion of the policy will have no application to the extent of that inconsistency.  All other portions of the policy will continue in full force and effect.

DEFINITIONS

A whistleblower is defined as a person who calls attention, in good faith, to an act of wrongdoing in an attempt to have the activity brought to an end.

For purposes of this policy, wrongdoing refers collectively to illegal or inappropriate conduct.  Examples of wrongdoing are:

• Crime or suspected criminal activity;
• Fraud as defined in the Criminal Code of Canada (R.S., 1985, c. C-46);
• Breach of Employee Code of Conduct or any other Board policy;
• Wrongful or unauthorized acquisition, use, appropriation, or disposal of Library assets including monies, information, data, materials, labour, or equipment;
• Breach of confidentiality;
• Negligence of duty;
• Retaliation, discrimination, or reprisal against a person reporting  suspected wrongdoing;
• Forgery or alteration of cheques, drafts and promissory notes;
• Any misappropriation of funds, securities, supplies or other assets;
• Any deliberate irregularity in the handling or reporting of money transactions;
• Misappropriation of furniture, fixtures and equipment;
• Misuse of Library Board or municipal property, equipment, materials or records;
•  Any claims for reimbursement of expenses that are not made for the exclusive benefit of the Library.

STANDARDS

Staff have a responsibility to report instances of suspected wrongdoing as defined in this policy.  Reports of wrongdoing are a serious matter. Staff reporting suspected wrongdoing are to act in good faith and have reasonable grounds for believing the report to be true.

Reports made under this policy may be redirected where other more appropriate procedures are applicable such as:

• Grievance procedures as outlined in the Collective Agreement;
• Human rights complaint procedures related to harassment or human rights violations as outlined in human rights legislation and applicable Library policies;
• Procedures for reporting safety concerns as outlined in workers’ compensation legislation and applicable Library policies.

Staff who report suspected wrongdoing in good faith will be protected under this policy regardless of the Library policy or process under which the report was made.

Where staff come forward to report their own wrongdoing under this policy, they will not be exempt from discipline appropriate to the wrongdoing; however, such reporting will be given appropriate consideration as a mitigating factor and these instances will be dealt with on an individual basis in accordance with this policy.

Knowingly making false allegations or making allegations in a malicious manner is viewed as wrongdoing.  Reports that are found to be frivolous, false, malicious or in bad faith will be dealt with in accordance with this policy.  Employees making such a complaint may be subject to discipline, up to and including dismissal.

Concerns regarding wrongdoing may have a significant impact on the Library’s legitimate interests. Staff have a responsibility to use the internal whistleblowing reporting process when they have such concerns. Matters covered by this policy are considered confidential and breaches of that confidentiality, including making public statements or disclosing information to the media, will be dealt with in accordance with this policy.

CONFIDENTIALITY

The Designate will make every reasonable effort to provide confidentiality to those reporting wrongdoing, including protecting their identity. However, information collected and retained may be required to be released by law including release required in court proceedings, arbitration or other legal proceedings.

Confidentiality extends to all records relating to reports, including but not limited to, meetings, interviews and investigation results. Personal information, including the identity of the person reporting the suspected wrongdoing, will be protected in accordance with the Freedom of Information and Protection of Privacy Act. Individuals making a report, investigators, witnesses and individuals against whom a report has been made are expected to maintain confidentiality. Breaches of confidentiality may be regarded as wrongdoing and will be treated accordingly.

PROTECTION AGAINST RETALIATION

Any form of retaliation, discrimination or reprisal against an employee because that person reported wrongdoing in good faith or because that person acted as a witness or otherwise participated in an investigation in good faith will be considered a serious violation of this policy. Such retaliatory actions are themselves considered to be wrongdoing and may result in discipline up to and including dismissal.

If an employee believes that they have been subjected to retaliation as set out above, that person may submit a written report to the CEO or their designate who will ensure the allegation is appropriately investigated.

RETENTION AND DOCUMENTATION OF INVESTIGATIONS

The designate will document the results of each investigation in a confidential report. If an investigation determines that wrongdoing has occurred, the designate will immediately report the details and any action taken to the CEO.

MITIGATION OF FURTHER RISK

The CEO will conduct a review of each investigation report where wrongdoing was found to have occurred and will assign responsibility to ensure steps are taken to address underlying causes and to then take appropriate actions to mitigate the risk of further occurrences.

ROLES & RESPONSIBILITIES

The CEO is responsible for overseeing this policy. The CEO may appoint a designate to be responsible for the day-to-day administration and stewardship of the policy. The CEO will execute the roles and responsibilities of the designate should an allegation involve the designate.  In the event an allegation involves the CEO the matter will be dealt with in-camera by the Library Board who will determine and assign responsibility for the investigation and disposition of the matter.

Approved by the GVPL Board: November 24, 2009

Reviewed by the Policy & Program Development Committee: November 17, 2009