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3.15 Membership and Circulation Policy


Adopted Date: October 2011
Reviewed Date: December 2020
Review Date: December 2021

Purpose

The West Lincoln Public Library makes materials available to the community, in a fair and efficient manner, in order to maximize the use of its collections. The West Lincoln Public Library Board ensures fair conditions for library membership and borrowing privileges, while protecting resources in a responsible manner, and in accordance with the Public Libraries Act. R.S.O. 1990, c. p. 44.

Process

Library Membership and Borrowing:

  1. Any person may become a member of the library, with borrowing privileges. No non-resident fees will apply to persons living outside the municipality.
  2. Membership will be granted to individuals 16 years and older who provide verification of address and identification, including photo identification, by showing a document bearing his/her name and current address. A valid phone number/ email address must also be provided.
  3. Individuals under the age of 16 years must register for membership accompanied by a parent or guardian with valid identification or by providing a membership application which has been signed by the parent or guardian, who will agree to be responsible for fines, damages and/or lost items. The individual’s year of birth and their parent’s name must be provided at registration.
  4. At the discretion of library staff, membership will be granted to those who give verbal or written consent to the terms of membership, which are presented in the form of the membership application, which may be verbal or written (see terms of membership).
  5. For children under the age of 12 years, any communication regarding membership and overdue materials will be with their parent or guardian. For individuals aged 12 years and over, communication regarding membership and overdue materials will take place directly between the individual and library staff.
  6. Only members of the library in good standing, as defined below, will be allowed to borrow library materials.
  7. Personal information collected will be subject to the Freedom of Information and Protection of Privacy Act. R.S.O. 1990 Chapter F.31, with the exceptions of above (Library membership and borrowing items 2-5)

Conditions of Membership and Card Use:

  1. Membership is not transferable to other individuals; A secondary card user may be designated and recorded in your account for pick-up of library materials; the borrower’s card will be required at pick up.
  2. Members will be issued a card without charge.
  3. An individual is entitled to only one library card. Lost or damaged cards will be replaced for a fee of $1.
  4. The card is the property of the West Lincoln Public Library, and must be returned upon request.
  5. The loss or theft of a card must be reported immediately. Members are responsible for any materials borrowed on their cards until the loss or theft is reported.
  6. Change of address, name or phone number/email address must be reported immediately.
  7. Membership will be reviewed annually.
  8. Membership can be suspended for violating library policies.
  9. In order to remain in good standing:
    • Materials with a standard loan period of three weeks cannot be more than 60 days overdue.
    • Materials with a standard loan period of 7 days cannot be more than 21 days overdue.
    • Patrons must pay for any damaged and/or lost materials.
  10. Patrons will be invoiced after library materials are overdue by more than 60 days (books), 21 days (magazines, new books. DVDs).

Conditions of Membership Script

Borrowing:

  1. Loans:
    • Standard loan periods:
      Books in the general collection: 3 weeks
      Magazines: 7 days
      DVDs: 7 days
    • Some reference works, local histories and archived newspapers are not available for loan.
    • The total number of items on loan to any one member will not exceed 99 items.
    • The number of items that may be borrowed on a particular subject and/or author is limited to 4 if there is a high demand for those materials.
    • DVD/video materials that are classified 14A (suitable for people 14 years of age or older) by the Canadian Home Video Rating System will not be lent to members under the age of 14. DVD/video materials that are classified 18A (suitable for people 18 years of age or older) or R (Restricted to 18 years of age or older) by the Canadian Home Video Rating System will not be lent to members under the age of 18. Proof of age may be required.
  2. Renewals:
    • Library items may be renewed in person, by telephone, or by catalogue access in the library or remotely, no more than twice.
    • Items on reserve for other members cannot be renewed.
  3. Holds/Reserves:
    • Library items may be reserved in person, by telephone, or by catalogue access in the library or remotely.
    • When the item becomes available, the member will be notified and asked to pick up the item.
    • Items will be held for up to 3 days - or longer at the discretion of the Supervisor, Administrative Services.
    • DVDs will be held for 3 days - or longer at the discretion of the Supervisor, Administrative Services.
    • Items on hold, or ordered through Inter Library Loan, which are not picked up, may be subject to an administration fee.
  4. Returns:
    • Materials borrowed may be returned to the library at the circulation desk, or through the drop box.
    • Members are required to return materials on or before the due date.
    • Patrons who have not returned materials on or before the due date will be invoiced after library materials are overdue by more than 60 days (books), 21 days (magazines, new books, DVDs).
  5. Circulation Records:
    • Library circulation and membership records will be used in accordance with Freedom of Information and Protection of Privacy Act. R.S.O. 1990 Chapter F.31 with the exceptions of above (Library membership and borrowing items 2-5).
  6. Charges:
    • Damaged/lost Items:
      1. The Library will charge replacement costs plus applicable taxes and a $5 item processing fee for items that are overdue by 60 days (books), 21 days (magazines, new books, DVDs), or for items which are damaged or lost.
      2. The replacement cost will be assessed by the library and may include the purchase cost plus the processing cost of the item. It may not always be possible to replace a specific item with an identical one.
      3. Charges will be levied based on the cost of a substitute item or the current average price of materials when an item cannot be replaced.
      4. Determining the replacement cost of the item will be left to the Supervisor, Administrative Services, in keeping with the library’s selection policy.
    • Overdues and Fines:
      1. The West Lincoln Public Library Board may establish fines as a deterrent to the late return of materials.
      2. In this case, fines may be enforced or waived at the discretion of the Supervisor, Administrative Services.

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