BOARD AGENDA

BOARD MEETING: #19 - 0 8

DATE: THURSDAY, OCTOBER 24, 2019, 7:0 0PM

LOCATION: DOWNTOWN – ANGUS ROSS ROOM

A. Mitchell (Chair), M. Sauro (Vice Chair), S. Morales (Councillor), K. Aylwin Attendees: (Councillor), R. Munro, J. Martin, M. Rao, A. Wiggins, T. Clarke Library Staff: L. Jessop, A. Schroeder Regrets: K.Barratt, C. Vanderkruys Note Taker: K. Bouffard

1. Call to Order and Welcome 2. Confirmation of Agenda 3. Conflicts of Interest 4. Delegations 5. Board Development 5.1 Code of Conduct/Meeting Management – W. Cooke (City Clerk/Director of Legislative and Court Services, City of Barrie) Consent Agenda 6. Board Meeting Minutes 7. CEO’s Report 8. Financial Statements – September 2019 9. Deferred Items a. Environmental Scan Report/Activity Stats b. City/Library Service and Financial Efficiencies c. Annual Report for the Board and Council (Library Metrics & Value for Service Delivery) d. Monthly Expenditures for the Personnel & Finance Committee e. Front Entrance Redesign Project Agenda 10. Items held from the Consent Agenda 11. Report of the Chair – Verbal Report

Page 1 of 43 BOARD AGENDA

12. Board Committees 12.1 Community & Governance Committee 12.1.1 Notice of Trespass Appeal Process 12.1.2 Policy Updates Motion

12.2 Personnel & Finance Committee 13. In Camera Public Libraries Act – Section 16.1(4) (d) labour relations or employee negotiations and (b) personal matters about an identifiable individual 13.1 In Camera Board Meeting Minutes 13.2 Notice of Trespass Appeals 13.3 CEO Evaluation Process 14. Date of Next Board Meeting Thursday, November 28, 2019 7:00pm, Downtown – Angus Ross Room 15. Adjournment

Page 2 of 43 BOARD AGENDA

BOARD LOOK AHEAD January 2020 » HR Update » Holly Branch Presentation Jan 13 February 2020 » OLA Debrief March

April

May

June

September

October » Board Development » Code of Conduct and Meeting Management November » Strategic Plan » Content Strategy/Collections Report » Board Development » BPL CARES Statement (S. Sydor & V. Keiling) » Policies » Meeting Room » Membership » Staff Conduct » Budget Presentation Nov 25 December » Performance Measures & KPI Dashboard » Board Development » Advocacy » Holly Branch Presentation Review

BOARD PRIORITIES: • Promote Library services in the community • Advocate for more branches

Page 3 of 43 BOARD MINUTES

BOARD MEETING: #19 - 0 7

DATE: THURSDAY, SEPTEMBER 26, 2019, 7:0 0PM

LOCATION: DOWNTOWN – ANGUS ROSS ROOM

A. Mitchell (Chair), M. Sauro (Vice Chair), S. Morales (Councillor) (arrived at Attendees: 7:30pm), K. Aylwin (Councillor), R. Munro, J. Martin, M. Rao, A. Wiggins, T. Clarke Library Staff: L. Jessop, A. Schroeder, K. Barratt, C. Vanderkruys Regrets: Note Taker: K. Bouffard

1. Call to Order and Welcome The meeting was called to order at 7pm.

2. Confirmation of Agenda The agenda was confirmed.

3. Conflicts of Interest No conflicts declared.

4. Delegations There are no delegations for this meeting.

5. Board Development There are no development items for this meeting.

Consent Agenda 6. Board Meeting Minutes 7. CEO’s Report 8. Financial Statements – June, July & August 2019 9. Letter to Oro-Medonte 10. Deferred Items a. Environmental Scan Report/Activity Stats b. City/Library Service and Financial Efficiencies c. Annual Report for the Board and Council (Library Metrics & Value for Service Delivery)

Page 4 of 43 BOARD MINUTES

d. Monthly Expenditures for the Personnel & Finance Committee e. Front Entrance Redesign Project Agenda Motion #19-55 SAURO - RAO THAT the consent agenda for Board meeting #19-07 dated Thursday, June 27, 2019, be adopted with amended minutes. CARRIED

11. Investing in Canada Infrastructure Grant Application Motion #19-56 AYLWIN - CLARKE THAT the Barrie Public Library Board submit a joint application for the Investing in Canada Infrastructure Program: Community Culture and Recreation with the City of Barrie for the Hewitt’s Community Centre and Library project. CARRIED

12. Mission, Vision & Values Statements Library administration has modernized the mission, vision and values statements to reflect the Library’s current culture.

Motion #19-57 MARTIN - MUNRO THAT the BPL Board approve the Mission, Vision and Values statements as follows: Mission: Discover Opportunities Vision: Barrie Public Library…where community comes together Values: Service: We care about and respond to the needs of our community and our colleagues. We have unique interests, experiences and passions, and we bring these to work every day. We engage with our community and welcome everyone. Curiosity: We are interested, inquisitive and committed to exploring new ideas and considering fresh perspectives. It is our curiosity and creative thinking that will ensure we continue to succeed. We use our imaginations to exceed expectations. Sharing: We believe in collaboration, inclusion, and diversity. Through partnerships and community engagement, we seek opportunities to cooperate and build connections. We share. CARRIED

13. Report of the Chair – Verbal Report The Chair thanked everyone who worked on the Dragon Boat Festival. It was another successful event.

Page 5 of 43

BOARD MINUTES

The CEO will attend the Barrie-Simcoe-Oro riding election Q&A session and the Chair will attend the Barrie-Innisfil riding election Q&A.

14. Board Committees 14.1 Community & Governance Committee 14.1.1 Collection Development Policy Motion #19-58 AYLWIN -CLARKE THAT the Barrie Public Library Board approve the revised Collection Development Policy as recommended by the Community & Governance Committee. CARRIED

14.1.2 Holly Business Plan Motion #19-59 WIGGINS – RAO THAT the BPL Board receives the Holly Branch Business Plan for information as recommended by the Community and Governance Committee and directs library administration to request a delegation to Council to discuss a Branch in the Holly area in a leased space. CARRIED

14.2 Personnel & Finance Committee 14.2.1 Budget Motion #19-60 AYLWIN - CLARKE THAT the Barrie Public Library Board approve the 2020 Budget as recommended by the Personnel & Finance Committee. CARRIED

15. In Camera Public Libraries Act – Section 16.1(4) (d) labour relations or employee negotiations and (b) personal matters about an identifiable individual Motion #19-61 AYLWIN - WIGGINS THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns personal matters about an identifiable individual and labour relations or employee negotiations (Public Libraries Act Section 16.1(4) (b) (d)). CARRIED

15.1 In Camera Board Meeting Minutes 15.2 Labour Relations Update 15.3 Workflow Optimization Update 15.4 Notice of Trespass Appeal Rise and report

Page 6 of 43 BOARD MINUTES

Motion #19-62 WIGGINS - RAO THAT the Minutes of in camera Board Meeting #19-06 dated Thursday June 27, 2019 be adopted. CARRIED Motion #19-63 RAO - AYLWIN THAT the BPL Board denies the Appeal of the Notice of Trespass received on July 3, 2019. This appeal is associated with incident number 0000002158. CARRIED

15.5 Security Matter

L. Jessop, A. Schroeder, C. Vanderkruys, K. Barratt and K. Bouffard were excused

15.6 Personnel & Finance Committee Item Motion #19-64 AYLWIN - RAO THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns personal matters about an identifiable individual (Public Libraries Act Section 16.1(4) (b)). CARRIED Rise and report

16. Date of Next Board Meeting Thursday, October 24, 2019 7:00pm, Downtown – Angus Ross Room 17. Adjournment The meeting was adjourned at 9:15pm

Page 7 of 43 STAFF REPORT CEO REPORT

Topic: CEO Report

Date: October 1, 2019

To: Barrie Public Library Board

From: CEO

HUMAN RESOURCES: 1. RECRUITMENT/RESIGNATIONS • Janet Graham tendered her letter of resignation. Retirement date effective Dec. 31, 2019. Congratulations on 35 years at the Barrie Public Library!

2. As part of the Workflow Optimization process, we are going to transition four of our full-time, permanent Materials Handling staff over to Public Services as preparation for growth and changing needs of the organization. Additionally, two 18hr Public Services Facilitators will move to 24 hours for better flexibility and service for our patrons. 3. As per a request at September’s Board meeting, an organizational chart is attached. The following is an overview of the various positions at the library. • CEO: responsible for working with management and the Library Board to advocate for the library, set strategic directions, disperse the budget as directed by the Board, and to ensure the Library provides a high level of library service. • Executive Assistant: assists the CEO and Library Board by performing administrative and secretarial tasks. • Director, Innovation & Technology: responsible for IT Strategy, policy, budgets & IT purchases, and overseeing IT operations. Responsible for physical and digital collections including strategy, policy & procedure, budgets, selection, evaluation, shelving allocations, and deselection. Responsible for overseeing bibliographic services including strategy, policy & procedure, acquisitions, cataloguing, Delivery Room operations, and vendor relationships. • Director, Business & Development: responsible for finance, facilities and community engagement. Provides oversight of the budget and procurement. Works with city facilities department to ensure facilities are maintained and capital projects are considered. Builds relationships with individuals and groups, including the business community. • Director, Customer Experience: responsible for supervision and management of the public facing services of the library including circulation, information services and public use of

Staff Report – CEO Report Page 8 of 43 facilities. Implements, monitors, evaluates and enhances library services to ensure they meet the public's needs and the strategic goals of the library. • Manager, Human Resources: responsible for the Library's people strategy, including planning, recruitment, onboarding, performance management, policy and procedure, employee and labour relations. • Manager, IT: responsible for IT operations & procedures including public and staff computers & peripherals, networks, infrastructure, security & business continuity, software, hardware, email, OneDrive, desk phones, sorters, self-checks. • Manager, Service Delivery: responsible for public facing services of the Downtown library including circulation, information services and public use of facilities. • Branch Manager, Painswick: responsible for overseeing library services in the Painswick/south end community including staff and facilities management, health and safety, and ensuring strategic directions for Painswick are met. • Manager, Community Engagement: responsible for the development and implementation of programs and outreach services, facilitates collaborative initiatives that develop and strengthen the community by building strong partnerships with business, social agencies, schools, and community members. • Manager, Business & Operational Support: responsible for Finance and Facilities. • Marketing and Special Projects Coordinator: responsible for internal and external print and digital communications, marketing campaigns and website. Assists with community relations, events and special projects. • Coordinator, Volunteer Resources: is a liaison between staff and volunteers. Develops, implements and evaluates all volunteer programs. • Philanthropy & Resource Development Specialist: coordinates our annual Barrie Dragon Boat Festival, responsible for the library's philanthropic initiatives and sponsorship programs. • Coordinator, Business Support Services: responsible for payroll and accounts payable • IT Systems Administrator: responsible for designated systems & software. • Senior Cataloging & Collections Technician: responsible for ordering & invoicing (materials), original cataloguing, overseeing local cataloguing guidelines, standing orders, Sierra database maintenance, & support for selectors. • Cataloging & Collections Technician: responsible for ordering, cataloguing, receiving & processing new materials, patron suggestions for purchase, overseeing Interlibrary Loan, processing Talking Books (Daisy), receiving and processing new materials. • Cataloguing & Collections Assistant: collections and cataloguing support. • Technical Services Page: empties the book drop, manages the missing list and expired holds and assists with other tasks in Technical Services. • Librarian (Children’s Services, Teen Services, Adult Services, Community, e-Services): responsible for information and reference services, reader’s advisory, digital assistance and reader’s advisory. E-Services Librarian also responsible for supporting staff in the use of technology. • Information Barrie Coordinator & Assistant: administrates all entries in the database covering a wide range of topics, and information about non-profit agencies, government

Staff Report – CEO Report Page 9 of 43 offices, health services, clubs and special interest groups, volunteer opportunities, daycare services, support groups and counselling services. • Public Service Facilitator: responsible for information and reference services, reader’s advisory, outreach and programming. • Tinker Tech: responsible for engaging and interacting with the public in our tinker spaces to encourage the public to learn, demonstrate and gain understanding of current and simple technology. • Public Services Page: responsible for returning materials to the shelves and maintaining the shelves (shelf-reading, shifting, etc.). Also responsible for room setups for programs and events.

INNOVATION AND EFFICIENCIES: 4. Painswick has implemented a bi-weekly training session for staff members. 5. Preliminary implementation work has begun for Broadcast, a digital signage product from the same vendor as the Library's current room booking and program reservation software. While also providing typical digital signage functions, Broadcast can directly connect to the other modules to provide information about program events and room booking information dynamically. The library is looking to save staff time by using the auto-publish and auto-expire features as well as providing up to date dynamically changing information to the public. 6. Public print release station at the Downtown branch now being sent to the Multi-Function Device as part of the transition to self-release printing for patrons. FACILITIES: 7. New Uninterrupted Power Supply (UPS) installed at Painswick. 8. Work has been done to enhance the Audio and Video capabilities of the Downtown Branch Gathering Place. A system has been installed that provides a screen projector as well as speaker/ microphone and audio abilities. The audio areas are zoned so that only speakers in the area needed are turned on to minimize disturbance while also allowing the full effect when needed for larger scale events. 9. The IT workroom renovation is on schedule for the month of November and staff will be relocated to the Angus Ross room during that time. COLLECTIONS: 9. Painswick is evaluating a relocation of the Junior French Collection to improve accessibility. 10. Additional instruments are being added to the library’s collection as result of a sponsorship from Honda in partnership with the Huronia Symphony Orchestra. CUSTOMER EXPERIENCE: 11. A Georgian College Student Placement Social Services Worker has started her placement at the Downtown branch as a Community Resource Worker. In this role she will be helping staff members connect with our vulnerable community members through internal training and by strengthening community partnerships with outside organizations. 12. The staff-led, Service Excellence Team finalized the BPL CARES Statement (Connect-Adapt Respect-Empower-Surpass Expectations) as a guideline to expectations around staff interactions with patrons and each other. An internal campaign to roll-out the CARES Statement will commence in October.

COMMUNITY ENGAGEMENT:

Staff Report – CEO Report Page 10 of 43 13. Both library locations performed an informal survey for Youth Hub (Barrie Community Health Centre, Youth Haven, CMHA, City of Barrie Recreation, YMCA) from September 9-20 to find out what youth events, support services and activities youth (ages 13-24) would like to see in Barrie as part of Youth Hub’s rebrand/relaunch.

INFORMATION BARRIE Data Projects: 14. City of Barrie/Connected Core Project continued: Chat Bot https://barrie.chalmers.app/. Media event held Sep 24 15. W. Cook, City of Barrie: request for data for resource mapping for Community and Safety Wellbeing Plan (City legislated requirement) 16. Information Barrie Web Log Statistics:

Unique visitors Number of visits Pages Hits 8,917 34,196 89,478 Viewed traffic * 4,240 (2.1 visits/visitor) (3.83 Pages/Visit) (10.03 Hits/Visit)

VOLUNTEERS 17. In September, BPL engaged 104 volunteers contributing a total of 622 hours. 18. One volunteer was nominated for the Service Excellence Award. This award is a category in the County of Simcoe’s Newcomer Recognition Awards. The nomination was supported by S. Mueller and M. Chown. 19. Twelve event volunteers assisted with the 4th annual Comic Con 20. BPL’s Knitted Knockers group (Barrie Bra’ds) sent 60 pair and 11 single knit breast prothesis to Knitted Knockers Canada.

PROGRAMS/OUTREACH 21. Georgian College – September Student Orientation 2019 Library Card Campaign • 2-day campaign • Pop-ups at Georgian College Library & Outdoor Orientation Event • 75+ library card registrations 22. Community Engagement Programs • Holly Area Outreach Programs • Beer & Books @ St. Louis Bar & Grill, Veterans Road • Trivia Night @ Simmering Kettle on Essa Road • Holly Storytime • Community Contributors • Raise Your Voice Series o Women & Politics with Jennifer Armstrong-Lehman. Female politician advocacy and information session. o Being a Citizen, not just a taxpayer with Dr. Michael Johns o Talking Politics with your child with Jennifer Armstrong- Leman • Community Conversations with Michele Newton – Video recording with Rogers TV, ongoing once per quarter September 27. 40+ attendance in-person and televised on Rogers. • EarlyON Oro-Medonte Storytime

Staff Report – CEO Report Page 11 of 43 • Culture Days • Latin Resource Centre – Spanish dance, Storytime and Peru presentation • Volunteer lead cultural presentations – Karl Daly • Portuguese Roots Dance Club • Mexican art workshop • Chinese art workshop • Jamaican Author Talk • Drag Queen Storytime • Indigenous • Author Visit – Painswick, Waub Rice • Orange Shirt Day with local elders – both locations (Shared Learning Elementary School Event) • Business • Newcomer Career Conversations: This program was initiated by two newcomers who wanted to create a program they would have liked to see when they first came to Canada. The audience for this program are adult and student newcomers without permanent residence status and who are not Canadian citizens. Participants learn job skills and gain confidence by practicing speaking business English in a group and using role-plays and presentations. This program is supported by the Small Business Centre, the Sandbox Centre and the City of Barrie. Participation has ranged from 2 to 14, with the afternoon session having more attendance. • CoLab • Cricut paper cutting machine moved out of the Collaboratory and has received much notice and customers are asking staff about this machine and stopping to look at it. Use has increased. We have recently purchased a Cricut Easy Press which will enable us to promote iron-on transfers with the Cricut. Maybe the Board can all create a shirt sometime to promote this! We hope this will be a popular addition leading into the holidays. • Sewing machines in the Collaboratory are gaining popularity, with many adults, teens and children using them to learn to sew. • Boomerang Bags was looking for a new partner location for their sewing bees and the library is offering space once a month on Sundays for them. Boomerang bags teaches sewing skills while making reusable fabric community bags for customers to take and return from participating local stores. The group borrows the library’s sewing machines, promoting this Collaboratory tool. Ten people participated in the first sewing bee. Both Library branches are pick-up and drop-off locations for these bags. • Christmas Stocking project with stockings being donated to the Salvation Army. Staff members and patrons were invited (via social media) to make stockings to donate to a local charity. • Seniors • MPPs Seniors Event, Southshore Centre, 35 vendors in attendance. • Parkview Seniors Centre – Family history & memoirs presentation to promote Genealogy Fair • Barrie Seniors Network – RVH Outreach • Teens • Barrie Public Library Leaders & Innovative Teens (BPL LIT) *Teen Leadership Program, replaces TAB • BPL LIT held its first meeting on September 18, 2019. There are now 17 members in the group. New format with emphasis on actively participating in library or

Staff Report – CEO Report Page 12 of 43 community events, rather than acting in an advisory capacity advising on teen programs. Leadership skills will also be emphasized. • Teen Coffee House: Attendance at this program has been bolstered by the partnership with the Ontario Musicians Cooperative Inc (25+ attendees over the summer; September’s numbers at around 15). This partnership will continue for 2020 with OMCI attending the monthly Teen Coffee House, as well as the weekly Reading Garden lunchtime sessions over July and August. • Plans are underway to schedule an outreach initiative with high schools. In October and November, 2 library staff will visit high schools with the VR system. Students can try out the VR over the lunch hour, as well as find out about library programs, volunteer opportunities, and sign up for a library card. 6 of 8 English-speaking high schools have responded to our request for a lunchtime visit, which will result in 12 outreach visits. French high schools will be contacted shortly.

• Children’s • This year’s Comic Con was another success with 2500 people attending. • Oro World’s Fair • Early ON’s - Timbercrest, Lampman, Inniswood and Ferris • Meet the Teacher Nights – Holly Meadows and Johnson St. Public School • Farmers Market Storytime • Camp Borden - Chantale and Liz attended and were able to promote library services in both English and French

RESOURCE DEVELOPMENT • Outreach • Participated in Fund Network meeting at Grove Park Home • Special Projects • Participated in preliminary City of Barrie “Bee City” discovery meeting with S.Sydor • Barrie Dragon Boat Festival • Preliminary research for Ice Dragon Boating for City of Barrie Winterfest with Dragon Boat Barrie • Philanthropy • Facilitating transition from eTapestry to Donor Impact to maintain donor records • Updated and rebranded CanadaHelps giving page • Created a new In-person electronic donation form for debit, cash and cheque. This form is available on library computers. • Preliminary planning for updated Donor Walls, Name Plates and Shelving Signage • New large donation cheque made through Allegra with updated branding

MARKETING 23. Bi-monthly eNewsletter has 779 subscribers 24. Google Ad Grant for Non-Profits: M. Foster is working with Koios to attain a Google Ad Grant for Nonprofits, with the goal of obtaining up to $10,000 of free Google advertising. Completed initial set up of account and kick-off survey to identify goals. 25. Google 360 Tour: Embedded on “Branches” pages of website 26. Social Media • BPL Twitter: 3,570 followers, 29.4K impressions, 467 engagements • BPL Facebook: 32,338 (+222) fans; 11,702 engaged users; 316,084 organic impressions

Staff Report – CEO Report Page 13 of 43 • BPL Instagram: 1,718 followers; 10,012 impressions; 639 engagements • Barrie Dragon Boat Festival Facebook – 1,162 fans; 222 engaged users • Barrie Dragon Boat Festival Twitter – 751 followers, 3,723 tweet impressions 27. Media Mentions • Barrie 360, Sept. 5: The Best Places in Barrie to Escape the Office • Barrie 360, Sept. 5: Boomerang Bags Drop-in Community Sewing Bee • Barrie 360, Sept. 5: 7 Things to do This Weekend • Rabble, Sept 11: The public library and Indigenous reconciliation • Simcoe.com, Sept. 11: Barrie’s new documentary film series takes a ‘BRAVE’ social stance • CTV News, Sept. 12: Pilot project aimed at helping downtown Barrie’s most vulnerable • Barrie 360, Sept. 14: Barrie’s Carnegie Days • BarrieToday, Sept. 17: Catch ‘Game On!’ this weekend at three locations • BarrieToday, Sept. 20: Go behind the scenes at the MacLaren Art Centre this weekend • Simcoe.com, Sept. 20: Game On!, Comic Con returning to downtown Barrie this weekend • Barrie Uncovered, Sept. 20: Music Fests, Rib Fests and Geek Fests: 5 Fun Things to Do in Barrie • Akimbo, Sept. 20: Carnegie Days 2019 at the MacLaren Art Centre • BarrieToday, Sept. 22: It was game on for ‘nerds’ of all ages at library, Five Points Theatre • Barrie360, Sept. 24: Calling all Innovators: Collaboratory • Simcoe.com, Sept. 25: ‘Rapid pace of digitization’ may push Barrie council to lobby federal government for library funding • Barrie 360, Sept. 28: Latin Rhythms and Beat with David Whyne

CONNECTIONS AND COMMUNICATIONS 28. After consultation with the Community and Governance Committee, L. Jessop asked Councilor K. Aylwin to submit a motion to Council for consideration as part of the Canadian Urban Libraries Council government relations campaign. The proposed motion asked for support from the municipality for CULC’s efforts to increase access to digital publications for library users in Barrie and across Canada. It also asked Council to call on the federal government to investigate barriers (high costs and lack of availability) faced by libraries in acquiring digital publications and to develop a solution that increases access to digital publications across Canada. This motion (Motion 19-G-277) was passed by Council. A letter from CULC and the Urban Libraries Council (the U.S. counterpart) has been sent to Mayor Lehman for his endorsement. 29. L. Jessop and C. Vanderkruys took part in a City of Barrie parking strategy session for stakeholders. 30. L. Jessop and C. Vanderkruys are working with city facilities and planning staff to compile the application for the Investing in Canada Infrastructure Grant application. This is a joint application with the City for the Hewitt Recreation Centre and Library.

Staff Report – CEO Report Page 14 of 43 KUDOS AND CONCERNS: 31. Several individualized Kudos have been submitted by patrons to members of our Public Services Team for their efforts and assistance, highlighting how these staff members went the extra mile. “I have been saying that ‘customer service is not like it used to be’, but IBK changed my thinking about that! …IBK should be recognized for his amazing customer service!” “Awesome!! Samantha was super helpful!!” 32. A local school teacher from Eastview Secondary School has arranged a Collaboratory Christmas stocking sewing tour in October because of the social media promotion of our Stockings made with our sewing machines. Being able to use our sewing machines is useful for this school as their room has been under construction and they have been practicing hand sewing only. 33. A patron expressed concern about some of the activities that occur at the Downtown Library. Some of the strategies to address and discourage inappropriate behaviour were discussed with the patron. 34. A patron was concerned about an interaction with security. The patron was contacted by email for further details, but no response has been received. 35. I love how creative and innovative this library is, the things you do like this Comic Con are just fantastic - over heard at the desk. 36. After hearing the TAB radio commercials on Kool FM, a family of 3 were inspired to visit the Downtown location to sign up for library cards. They enjoyed the commercials and shared with staff that that was the reason why they came to the library to become members

SAFETY AND SECURITY 37. Garda has deployed new security guards for the Downtown library. They are interacting well with patrons and providing a consistent message to visitors who are breaching the conduct policy. 38. A. Schroeder and L. Jessop have joined a Canadian Urban Libraries Council working group with a focus on safety & security.

ACTIVITY STATS 39. See attached

SIGNATURE:

Lauren Jessop CEO

Staff Report – CEO Report Page 15 of 43 Activity Statistics September 2019

2019 2018 2017 Variance 2019/2018 Variance 2018/2017 September YTD September YTD September YTD % Month % YTD % Month % YTD Circulation - Checkouts and Renewals Downtown physical 43,779 399,643 46,215 437,124 50,057 535,422 -5% -9% -8% -18% Painswick physical 25,861 247,998 24,760 248,753 24,105 228,905 4% 0% 3% 9% Encore, Itiva 19,487 179,712 20,411 179,368 30,591 199,932 -5% 0% -33% -10% eMaterials (eBooks, eAudio etc) 19,689 174,147 15,545 136,875 12,709 110,875 27% 27% 22% 23% Total Circulation 108,816 1,001,500 106,931 1,002,120 117,462 1,075,134 2% 0% -9% -7%

Interlibrary Loans Borrowed 175 1,834 310 2,945 288 2,626 -44% -38% 8% 12% Lent 157 1,853 365 2,993 253 3,104 -57% -38% 44% -4%

Holds Placed Downtown 585 6,128 675 6,937 894 10,111 -13% -12% -24% -31% Painswick 387 4,747 428 3,065 340 3,178 -10% 55% 26% -4% Self Serve (Encore, Itiva) 10,307 93,356 10,157 92,549 10,342 99,125 1% 1% -2% -7% Total Holds Placed 11,279 104,231 11,260 102,551 11,576 112,414 0% 2% -3% -9%

New Memberships Residents 678 5,574 553 4,832 511 4,262 23% 15% 8% 13% Non Residents 6 42 8 49 10 51 -25% -14% -20% -4% Oro Medonte 12 131 14 94 10 89 -14% 39% 40% 6% Reciprocal Borrowers 39 262 44 138 23 130 -11% 90% 91% 6% Total New Members 735 6,009 619 5,113 554 5,632 19% 18% 12% -9%

Active Members Residents 35,108 36,487 30,270 -4% 21% Non Residents 260 328 203 -21% 62% Oro Medonte 1,436 1,398 1,118 3% 25% Reciprocal Borrowers 602 555 344 8% 61% Total Active Members 37,406 38,768 31,935 -4% 21%

Active Members Adult (over 18 years) 30,463 31,896 26,193 -4% 22% Young Adult (13 - 17 years) 2,599 1,728 1,342 50% 29% Children (under 13 years) 4,344 5,144 4,400 -16% 17% Total Active Members 37,406 38,768 31,935 -4% 21%

In Person Visits Downtown 30,915 286,120 31,981 309,576 35,558 200,131 -3% -8% -10% 55% Painswick 17,528 161,894 16,486 154,764 22,620 122,598 6% 5% -27% 26% Total In Person Visits 48,443 448,014 48,467 464,340 58,178 322,729 0% -4% -17% 44%

Page 16 of 43 Activity Statistics September 2019

2019 2018 2017 Variance 2019/2018 Variance 2018/2017 September YTD September YTD September YTD % Month % YTD % Month % YTD Reference and Information Reference and Readers Advisory 1,071 10,216 1,586 15,542 1,708 21,516 -32% -34% -7% -28% Information Barrie 64 343 16 252 38 412 300% 36% -58% -39% Technology 202 1,662 260 2,247 346 4,758 -22% -26% -25% -53% Total Reference and Information 1,337 12,221 1,862 18,041 2,092 26,686 -28% -32% -11% -32%

Information Barrie Searches 8,917 78,571 8,536 84,844 11,880 82,406 4% -7% -28% 3%

Database and Language Learning Database and Language Sessions 5,742 68,528 4,446 58,536 12,571 92,712 29% 17% -65% -37%

Programs Programs in Library, Tours etc. 179 1,668 160 1,138 81 1,160 12% 47% 98% -2% Outreach, community engagement activities 25 255 8 71 9 136 213% 259% -11% -48% Total Programs 193 1,923 168 1,209 90 1,296 15% 59% 87% -7%

Program Attendance Programs in Library, Tours etc. * 4,876 31,100 3,924 22,875 1,050 21,540 24% 36% 274% 6% Outreach, community engagement activities 810 12,679 357 2,728 318 5,251 127% 365% 12% -48% Total Program Attendance 5,537 43,779 4,281 25,633 1,368 26,791 29% 71% 213% -4% *includes Comic Con attendance of 2500 Computer Reservations Downtown 4,735 45,384 5,349 49,410 4,846 49,802 -11% -8% 10% -1% Painswick 4,401 28,863 2,821 25,591 2,100 17,639 56% 13% 34% 45% Total Reservations 9,136 74,247 8,170 75,001 6,946 67,441 12% -1% 18% 11%

Websites Visits to Library Websites 53,992 464,005 49,651 469,825 62,809 546,715 9% -1% -21% -14%

Volunteer Volunteer Hours 622 6,647 605 6,539 565 6,539 3% 2% 7% 0%

Visiting Library Service VLS patrons served in month 42 396 35 264 25 379 20% 50% 40% -30%

Social Media Facebook, Twitter 13,051 108,112 9,902 78,727 8,085 57,889 32% 37% 22% 36%

Page 17 of 43

Operating Income Statement

Average spent/received – 75% 2019 Performance 2018 Performance Trending

2019 Budget to 2018 Budget to 2018 Actuals to 2019 Actuals General Operating 2019 Actuals 2018 Actuals 2019 Budget 2019 Actuals 2018 Budget 2018 Actuals Variance YTD YTD Variance Variance $ % Net General Operating 0 2,469,005 0 2,893,902 (424,897) -15% Expenses 8,597,571 5,776,287 67% 8,343,287 5,116,656 61% 659,631 13% Salaries & Benefits 5,630,448 3,832,479 68% 5,341,826 3,843,996 72% (11,517) 0% Salaries 4,580,881 3,104,382 68% 4,351,546 3,112,805 72% (8,423) 0% Benefits 1,032,567 724,526 70% 973,280 731,191 75% (6,665) -1% Transfer to Sick Leave 10,000 0 0% 10,000 0% 0 Employee Assistance Program Premium 7,000 3,571 51% 7,000 878 13% 2,693 307% Materials & Supplies 1,294,970 909,373 70% 1,281,351 961,684 75% (52,311) -5% Office and Employee Supplies 104,545 82,032 78% 104,545 71,893 69% 10,139 14% Business Development Expenses 226,725 126,453 56% 213,106 126,418 59% 35 0% Library Materials 963,700 700,888 73% 963,700 763,373 79% (62,485) -8% Equipment Reserve Transfer 40,000 0% 40,000 0% 0 Services 714,018 495,326 69% 763,044 902,157 118% (406,831) -45% Training and Development 60,900 30,326 50% 60,900 58,742 96% (28,416) -48% Consulting and Professional Services 63,945 34,444 54% 86,945 102,879 118% (68,435) -67% Contracted and Other Services 589,173 430,556 73% 615,199 740,536 120% (309,980) -42% Courier Services 25,375 19,954 79% 25,375 20,421 80% (467) -2% Telephone Services 44,850 21,657 48% 25,000 13,560 54% 8,097 60% Processing Services 101,600 59,728 59% 101,500 66,982 66% (7,254) -11% Repairs & Maintenance - Building 73,043 32,748 45% 71,964 186,557 259% (153,809) -82% Repairs & Maintenance - Equipment 40,000 8,772 22% 40,000 4,744 12% 4,028 85% Repairs & Maintenance - Softw are & System 304,305 287,697 95% 351,360 448,271 128% (160,574) -36% Rents & Other Expenses 918,135 539,109 59% 917,066 504,578 55% 34,531 7% Financing, Insurance, and Financial Fees 3,700 4,397 119% 3,700 3,550 96% 847 24% Internal Transfers - Rent 914,435 534,712 58% 913,366 501,028 55% 33,684 7% Revenues 8,597,571 8,245,292 96% 8,343,287 8,010,558 96% 234,734 3% Rental Revenue, Lost Materials Fees, Registration Fees 6,000 9,396 157% 6,000 6,966 116% 2,430 35% Printing Revenues 19,000 24,728 130% 19,000 21,831 115% 2,897 13% Non-Resident Fees 10,000 7,654 77% 10,000 9,079 91% (1,425) -16% Fines & Penalties 100,000 57,372 57% 100,000 57,878 58% (506) -1% Grant Revenues & Contributions 8,462,571 8,146,142 96% 8,208,287 7,914,804 96% 231,338 3% Local Board Contribution 183,167 137,375 75% 177,832 133,374 75% 4,001 3% Province of Ontario Grant Revenue 271,808 0 0% 271,808 15,782 6% (15,782) -100% Other Grant Revenue 0 1,171 0 7,001 (5,830) -83% Municipal Grant Revenue 8,007,596 8,007,596 100% 7,758,647 7,758,647 100% 248,949 3%

Page 18 of 43

Fundraising Variance Analysis 2018 Actuals 2019 Actuals 2018 Actuals to 2019 Fundraising YTD YTD Actuals Variance % Net Fundraising 53,027 72,085 -26% Expenses 62,938 48,023 31% Cafe Expenses 11,220 8,766 28% Fundraising Expenses 51,718 39,257 32% Revenues 115,965120,108 -3% Café Revenues 27,462 22,163 24% Fundraising Revenue 88,503 97,945 -10%

Reserves & Approved Transfers 2019 Opening Approved Transfer 2019 Remaining Reserves Balance Expense per Budget Balance Employee Liability Reserve $169,483 $10,000 $179,483 Fund Development Reserve $1,241,815 ($100,000) $1,141,815 Microfilm Reserve $2,373 $2,373 Materials Reserve $171,837 ($85,000) $86,837 Tech Reserve $68,528 ($22,921) $40,000 $85,607 Totals $1,654,036 ($207,921) $50,000 $1,496,115

Motion #17-53: $100K for 4 dragon boats from the Fund Development Reserve Motion #17-43: $67,744 from IT Reserve for MFD and Print Management replacement MFDs for $26,279 replaced in 2017, $18,544 in 2018 for print management, $22,921 remaining in 2019 for print management Motion #19-05 $85,000 of electronic materials for the Overdrive Advantage Program from the Materials Reserve

Page 19 of 43

Financial Report

1. General • The City of Barrie is working through the transition to SAP and there are delays in closing the 2018 year end. This impacts year end adjustments and reserve transfers. It is expected that the year end process will be complete soon.

2. Salaries & Benefits • Employee Assistance Program has historically been invoiced quarterly. We have received only one invoice to date and are following up with Morneau Shepell to determine if this practice has changed.

3. Services • Repairs and Maintenance – Building; Carpet and flooring installation, office relocations/renovations and outdoor sound system installation were all completed in 2018. • The IT/Delivery/Workroom renovation is underway and expected to be completed by December 2018. This project is being funded by a combination of 2019 budget and 2018 surplus. • Repairs and Maintenance – Equipment; 2018 Photocopier Contract invoice was paid in March 2019. 4. Rent & Other Expense • Insurance is a lump sum transfer from the City close to the beginning of the year.

5. Revenue • Local Board Contribution refers to the service contract with the Township of Oro-Medonte as per their agreement. Payments are received quarterly and the first three have been processed by the Library. • Province of Ontario Grant Revenue is typically received at the end of the year. There are no other pending provincial grant applications.

6. Fundraising • Fundraising Expenses and Revenues are not included in the General Operating Income Statement as they are not included in the Board Budget. The Net Fundraising Funds at the end of the year are transferred to the Fund Development Reserve.

Page 20 of 43

STAFF REPORT ACTION REQUIRED

Topic: Library Policies Review

Date: October 15, 2019

To: Barrie Public Library Board

From: CEO

RECOMMENDATION: That the Barrie Public Library Board approve revisions to the Patron Conduct Policy, Sponsorship Policy, Health and Safety Policy, Workplace Violence Policy, Workplace Harassment Policy and the new Philanthropy Policy (formerly Planned Giving Policy and Donor Recognition Policy) as recommended by the Community & Governance Committee.

SUMMARY: Patron Conduct Policy: • This policy was rewritten to reflect current needs and practices regarding acceptable behaviour and suspensions • The revised policy provides a clearer outline of unacceptable behaviour and parameters around suspensions and reinstatement of privileges • The language is more positive and has been simplified • Content that does not pertain to patron conduct was removed and will be incorporated into the appropriate policies

Sponsorship Policy: • Updated throughout for brevity and clarity • References to Canadian Library Association’s position paper on sponsorship in libraries (1997) have been removed as this organization is defunct

Health and Safety Policy: • Updated to include gender-neutral language • Spacing updated to highlight the section on the importance of mental health in the workplace

Workplace Violence Policy: • Updated to include gender-neutral language

Workplace Harassment Policy: • Updated to include gender-neutral language

Staff Report – Action Required Page 1 of 2 Page 21 of 43

Philanthropy Policy: • This is a new policy developed to consolidate the Donor Recognition Policy and Planned Giving Policy. Also included is new language around gift acceptance. • Language taken from Donor Recognition and Planned Giving policies was updated for brevity and clarity

SIGNATURE:

ATTACHMENTS: Attachment 6:

Staff Report – Action Required Page 2 of 2 Page 22 of 43 Policy Name: Patron Conduct Policy Section: System Effective Date: July 5, 2001 Motion Number: Reviewed Date: October 24, 2019 Policy Number: SYS-11 Next Review Date: October 2021

Purpose

The Barrie Public Library is committed to providing inclusive, and welcoming spaces where the community comes together. This policy applies to visitors in all Library spaces: on Library property, in the community, on the phone, or electronically.

Visitors to the Library have the right to equal treatment without discrimination or harassment based on gender identity, gender expression, sexual orientation, race, colour, ethnic origin, creed, disability and all other grounds set out in the Ontario Human Rights Code. While Visiting the Library Everyone wants to enjoy the Library as much as you do. To ensure a positive experience for everyone, during your visit:

• Respect others • Be considerate of the tone and volume of your conversations • Take responsibility for those in your care • Dress appropriately for a public space, including wearing tops, bottoms and footwear • Tidy up after yourself and use furniture, equipment and spaces for their intended purposes • Keep all personal items with you. The Library is not responsible for lost, stolen, or damaged personal property • Remember we all share the air. Strong scents can negatively impact others • Exit the Library promptly at closing or in the case of an evacuation • Only registered support or service animals are allowed in the Library • Report disruptive behavior to Library staff members or security • Enter and leave the Library via designated public entrances • Library staff members or security may inspect bags Unacceptable Behaviour Any behavior or activity that impedes use of Library spaces is unacceptable. These behaviours and activities include, but are not limited to:

• Disruptive, abusive, insulting, lewd, harassing and threatening behavior toward patrons and staff members • Use and/or possession of alcohol, cannabis, illegal drugs, drug or alcohol paraphernalia and containers • Using the Library while under the influence of alcohol or drugs • Sleeping • Smoking and vaping • Theft and vandalism • Posting notices, soliciting and engaging in commercial activities without approval • Printing and photocopying that does not comply with the Canadian Copyright Act • Possession of weapons of any kind Patron Conduct Policy Page 1 of 2

Page 23 of 43 • Photographing, filming or recording staff members and visitors on library premises without approval or consent • Trespassing while under an active Notice of Trespass • Soliciting and panhandling Suspension of Library Privileges Anyone choosing to breach or disrespect Library policies and refusing to modify behaviours or activities will result in a suspension of library privileges. Suspended individuals will not have access to Library facilities, property, services and resources for the duration of the suspension.

Suspensions are imposed at the discretion of the Library. Suspended individuals will be informed of how they violated Patron Conduct Policy and suspensions will be based on the severity of the breach as follows:

One Day Suspension • Minor breach of Library rules

Three Month Notice of Trespass • Major or repeated breaches of the Library’s Patron Conduct Policy • Repeated breaches will result in progressive extensions to the Notice of Trespass

Six Month Notice of Trespass • Illegal behaviour, abuse of staff members or visitors, damage to Library property • Repeated breaches will result in progressive extensions to the Notice of Trespass Appeals to Notice of Trespass • Appeals to a Notice of Trespass must be directed, in writing, to the Chair of the Library Board • The Board may appoint a designate to review the appeal • Decisions to appeals will be delivered in writing and all decisions of the Board are final • Notices of Trespass are active during the appeal process. If a suspended individual trespasses before the Board’s decision, the appeal will be denied

Reinstatement of Library Privileges • Upon expiration of a Notice of Trespass, suspended individuals may be required to review the Patron Conduct Policy, with a Library staff member, before privileges are reinstated

Patron Conduct Policy Page 2 of 2

Page 24 of 43 Policy Name: Sponsorship Policy Section: System Effective Date: July 5, 2001 Motion Number: Reviewed Date: October 24, 2019 Policy Number: SYS-13 Next Review Date: October 2021

Purpose The Barrie Public Library welcomes and encourages the business community, service clubs and other organizations to support the Library through the establishment of sponsorships, providing financial or in- kind contributions to enhance Library services, collections and programs.

Policy Definition A sponsorship is a mutually beneficial exchange between the Barrie Public Library and an external organization (the sponsor) whereby the sponsor receives a benefit, such as recognition, acknowledgement or other promotional considerations, in return for funds and/or products and services in kind to the Library. Sponsorships involve an association between the sponsor, the Library and/or the specific program, event, service or activity being sponsored.

A sponsorship is a contracted arrangement between the Library and the sponsor, designed to benefit both parties and is not a philanthropic gift. Charitable tax receipts cannot be issued for funds, products or in- kind services given to the Library as part of a sponsorship agreement.

This policy does not apply to:

• Philanthropic gifts or donations • Grants or funds obtained from other levels of government • Arrangements where the Library sponsors or contributes to external projects or to other organizations

Conditions of Sponsorship In developing sponsorships, the Library will:

• Select sponsors who further the Library’s values and strategic directions, but do not drive the Library’s priorities • Safeguard equity of access to library services and not allow sponsorship agreements to give unfair advantage to, or cause discrimination against, sectors of the community • Protect the principles of intellectual freedom and not permit sponsors to influence the selection of collections nor require endorsement of products or services • The Library will not allow direct marketing of products to children, except where relevant educational material is promoted in conjunction with programs • Include well-defined exclusivity rights, including the time frame over which the exclusivity is to be granted • Ensure sponsorships are not conditional on Library performance outcomes

The Library reserves the right to terminate an existing sponsorship should conditions arise during the life of the sponsorship that result in it conflicting with this Policy, or if the sponsorship no longer supports the best interests of the Library.

Sponsorship Policy Page 1 of 2

Page 25 of 43 Sponsor Recognition Sponsors shall be provided with a level of recognition commensurate with their contribution. Recognition shall be in conjunction with, but not limited to, the programs or services which are supported by the sponsor.

The sponsor has the right to promote their involvement with the Library for the duration of the sponsorship agreement subject to these provisions:

• Sponsor corporate names and/or logo will not have prominence over the Barrie Public Library name and/or logo • Any public use of the name and/or logo of the Library, special collections, services, and programs, must be approved by the CEO and/or the Director, Business and Development

Sponsorship Policy Page 2 of 2

Page 26 of 43 Policy Name: Health and Safety Policy Section: System Effective Date: October 23, 2003 Motion Number: Reviewed Date: October 24, 2019 Policy Number: SYS-10 Next Review Date: October 2020

The Barrie Public Library is committed to the health and safety of its employees.

Protection of employees from injury and occupational disease is a continuing objective. The Library will make every effort to provide a safe, healthy work environment. All supervisors and workers must be dedicated to the continuing objective of reducing risk of injury and maintaining a healthy environment.

The Library considers mental health to be an important component of the overall health and safety of employees. The Library is committed to creating awareness and preventing mental health issues in the workplace, in consultation with the appropriate committees and the Union through use of appropriate programs and resources.

With the assistance of the Library’s Joint Health and Safety Committees the Library has implemented an ongoing health and safety program. A program of health and safety procedures sets out the components. All current relevant laws and regulations, including the Occupational Health and Safety Act, are incorporated in the program as minimum standards.

Everyone is responsible for health and safety in the workplace.

Health and Safety Policy Page 1 of 1

Page 27 of 43 Policy Name: Workplace Violence Policy Section: System Effective Date: October 27, 2011 Motion Number: Reviewed Date: October 24, 2019 Policy Number: SYS-15 Next Review Date: October 2020

Policy Statement The Barrie Public Library is committed to providing a safe and secure workplace for its employees, free from threats and violence. The Library considers workplace violence to be serious misconduct and will not tolerate any form of threatening remark or gesture against an employee of the Library while at the workplace. All reports of incidents will be taken seriously and dealt with appropriately. Employees who are found to have engaged in such conduct shall be subject to disciplinary action.

All library employees have a responsibility to respect the safety of their co-workers and the public they serve. Managers have additional responsibilities. Managers are obligated to discourage violence in the workplace; to take reasonable steps to prevent it; and to take appropriate corrective action to deal with workplace violence if and when it occurs.

This policy was written in accordance with Bill 168, an Act to amend the Occupational Health & Safety Act.

Application of Program This violence in the workplace program applies to all employees of the library, as well as to volunteers, co- op placements, students, agents of the library, consultants, contractors and the Board in dealings with employees, volunteers, co-op placements, students, agents, consultants, contractors, and the Board of the Library.

Members of the public, visitors to the library or individuals conducting business with the Library are expected to adhere to the Program, including refraining from committing acts of violence against employees, members of the library board, or persons acting on behalf of the library. If such violence occurs, the library will take any steps available to ensure a violence free workplace, including barring the individual who is the subject of a report from its facility, where appropriate, or discontinuing business with that individual.

Objectives • To demonstrate and promote the library’s commitment to providing a workplace that ensures employee safety and security • To prevent or lower the probability of violence to library employees in the workplace • To respond swiftly and appropriately to the threat of violence or actual incidents of violence • To aid in the prevention of violence in the workplace • To provide an impartial and efficient investigation procedure • To ensure that all incidents are dealt with confidentially and objectively and that the rights and dignity of all parties are respected • To provide employees and Managers in all departments of the Library with fair and consistent procedures for preventing and dealing with workplace violence.

Workplace Violence Policy Page 1 of 5 Page 28 of 43 Definitions Violence For the purpose of this policy/program, violence is defined as any conduct, threatened or actual, by any person in a workplace, against a worker or such other person as described under “Application of Program” above, that causes or is likely to cause injury, and includes any threatening statement or behaviour that gives an employee reasonable cause to believe that he/she is at risk of injury.

Some of the types of violence that workers could experience in the workplace include hitting, pushing, physical assault, sexual assault, stalking, criminal harassment, robbery or threats of violence.

Domestic Violence Domestic violence is a pattern of behaviour used by one person to gain power and control over another person with whom he/she has or has had an intimate relationship. This behaviour may include physical violence, sexual, emotional, and psychological intimidation, verbal abuse, stalking and using electronic devices to harass and control. Domestic violence can have serious consequences. Behaviours such as emotional and psychological intimidation and harassment can be disruptive and harmful to the victim and can quickly turn into physical violence.

If the employer is aware or ought to be aware that domestic violence that is likely to expose a worker to physical injury may occur in the workplace, the employer must take every reasonable precaution to protect the worker.

Employers are expected to balance their obligations between respect to privacy and their health and safety obligations to protect workers.

Workers with a history of violent behaviour The employer is required to provide information to workers relating to the risk of workplace violence from a person with a history of violent behaviour if it is expected that the worker could encounter that person at work, and if the risk of workplace violence is likely to expose the worker to physical injury.

Early Warning Signs To ensure early identification and prevention of violence in the workplace, all employees are responsible for reporting to their Manager any incident committed by an employee, volunteer, co-op placement, student, agent of the library, consultant, contractor, member of the Board, or a member of the public that constitutes a potential or actual threat of violence towards a library employee.

These may include: • Threatening statements to do harm to self or others • References to other incidents of violence • Intimidating behaviour, such as insubordination, open defiance, pestering or confrontational behaviour • History of violent, reckless or anti-social behaviour • Recent marked decline in performance • Major change in personality, mood, behaviour or standards of personal grooming • Obsessions with persons or things, particularly weapons • Experiencing what appears to be serious stress in personal life • Substance abuse

Workplace Violence Policy Page 2 of 5 Page 29 of 43 Right to Refuse Work A worker has the right to refuse to work if the worker has reason to believe that they are in danger of being a victim of workplace violence.

Responsibilities of Employees Employees have a duty under the Occupational Health and Safety Act to report workplace violence promptly in order to protect themselves and their colleagues.

All employees shall:

• Comply with this program • Report any early warning signs of a potentially threatening situation which arouse concern and any instance of threatening behaviour which was directed at them or at any other employee of the library to their Supervisor or the Manager of Human Resources • Endeavour to defuse the situation without danger to themselves • Call on other staff for assistance • If possible move the victim to a quieter location • Use appropriate stress defusing behaviour • If stress defusing behaviours do not work, disengage from the situation, politely if possible • Call Library Security and/or Police at the numbers shown on the Phone List • Administer or obtain first aid for any injuries • Write down the description of the suspect • Get contact information from any witnesses • Serve a notice of trespass • If staff is injured, fill out Staff Accident Report Form • Co-operate fully in any fact gathering interviews which are designed to assess the risk of violence in the workplace and keep all information concerning the matter confidential to the fullest extent possible • Ensure any investigation remains confidential

Responsibility of Managers Managers shall: • Take all reasonable measures to prevent violence in the workplace • Ensure that all employees are aware of the contents of this zero-tolerance for violence policy and their role in helping to prevent workplace violence • Support this program and not ignore workplace violence in order to let their staff know that they take the issue of workplace violence seriously • Promote enrolment in training courses in these areas that are available to employees • Ensure their own skills in these areas are current • Be aware of and use appropriate stress–defusing measures when dealing with clients and members of the public, and when conducting performance reviews or engaging in discipline and termination of employees • Take immediate action when necessary, including but not limited to, calling the Police, Barrie Fire and Emergency, Ambulance service and summoning employees certified in first aid • Immediately report to the CEO, or Manager of Human Resources • Ensure that proper procedures are followed when a report of an incident is received, that the report is investigated promptly and fairly, that confidentiality is protected, that the rights, dignity

Workplace Violence Policy Page 3 of 5 Page 30 of 43 and privacy of all parties are respected, and a confidential personal record of all discussions is kept. Managers must consult with the Manager, Human Resources prior to disclosing any information relating to an informal action, a formal complaint, its investigation and or resolution to anyone • Coordinate general training for employees in consultation with the Manager of Human Resources • Report to the CEO and/or the Manager of Human Resources any direct or veiled threats of violence made to any employee and any action taken • Cooperate with the investigating team and act as a member of the investigating team if required.

Reporting Process Obligation to Report • An employee must report a situation that he/she feels is workplace violence. A report may be made by the actual victim of alleged violence, by a co-worker who witnessed the incident or by a third-party reporting on behalf of the victim(s) • Employees who, with good intentions, provide information about behaviour or actions which they perceive as threatening or potentially violent will not be subject to disciplinary action or other repercussion if their perceptions are not substantiated. However, if it is learned that an employee intentionally made a false report or provided false information regarding the report, disciplinary action shall be taken.

How to make a report • A report should normally be made as soon as possible after the relevant action or behaviour occurred • An employee may choose to make a verbal report; however, it is in the best interest of all concerned to provide a written report, containing a brief account of the incident, time, and persons involved. The report should be signed and dated • The report is to be submitted to the employee’s Supervisor, the Manager of Human Resources, the CEO or any other Manager.

Appointing an Investigator • An investigator will be assigned. • In situations where the issues are complicated, or there are many individuals involved, or there is a concern over the neutrality of an internal investigator, an outside investigator is preferred • If the alleged offender is a senior employee of the organization, an outside investigator will be appointed • The investigator must be independent and competent and be perceived as such within the organization, whether they are internal or external.

Investigation • To the extent possible, the investigator shall ensure that the incident is investigated promptly and fairly in a discreet and confidential manner. • As soon as reasonably practical, the person assigned shall initiate the investigation by meeting with the individual who made the report. The individual has the right to be accompanied by an appropriate support person. The investigator shall confirm receipt of the report, clarify details and apprise the individual of the steps that will be taken • After speaking with the appropriate Manager, the investigator has the authority, subject to applicable laws, to talk with anyone, examine any documents, and enter any work location. If Police Services are involved and request the library not investigate the situation until after the

Workplace Violence Policy Page 4 of 5 Page 31 of 43 police investigation has been completed, the investigator will seek the approval of the CEO prior to continuing the investigation. • An employee who is the subject of the report and who refuses to discuss potentially violent behaviour or cooperate with investigations to assess or defuse the risk of violence shall, if information is uncovered through factfinding to establish a reasonable possibility of risk, be suspended without pay and benefits until he/she agrees to cooperate and provides proof of cooperation. Continued or unreasonable refusal to cooperate may result in dismissal. • Interventions that may form part of a risk assessment or plan of action for a library employee who is the subject of a report or investigation may include referral to the employee’s physician, use of short-term disability, temporary leave of absence, referral to counseling and other services through the employee assistance program. • Depending on the circumstances, the Manager and CEO may determine it is appropriate to physically and operationally separate the employees (if two employees are involved) for the duration of the investigation.

Findings and Recommendations When the investigation is complete:

• The investigator will submit a confidential written document to the CEO summarizing the findings and conclusions and will recommend corrective action if appropriate.

Discipline • Actions that warrant consideration may include changes to physical work space, changes to work schedules, changes to procedures, withdrawal of services, police intervention and the use of appropriate court orders. • Employees found to be at risk of engaging in violent conduct or who have engaged in violent conduct shall be subject to discipline up to and including suspension and or dismissal if warranted. • The appropriate disciplinary action imposed, if any, shall be determined by the CEO.

Policy Review The Ministry of Labour requires that this policy be reviewed annually.

Workplace Violence Policy Page 5 of 5 Page 32 of 43 Policy Name: Workplace Harassment Policy Section: System Effective Date: April 22, 2010 Motion Number: Reviewed Date: October 24, 2019 Policy Number: SYS-14 Next Review Date: October 2020

Policy Statement The Barrie Public Library is committed to providing a safe and secure workplace for its employees, free from harassment. The Library considers workplace harassment to be a serious misconduct and will not tolerate any form of vexatious comment or conduct that is known or reasonably ought to be known as unwelcome, and includes for the purposes of the Program, unwanted, unsolicited actions, behaviours, remarks or communications in any form directed toward an individual or group and which are related to any of the prohibited grounds of workplace or employment harassment in the Ontario Human Rights Code. All reports of incidents will be taken seriously and dealt with appropriately. Employees who are found to have engaged in such conduct shall be subject to disciplinary action.

All library employees have a responsibility to respect their co-workers and the public they serve. Managers have additional responsibilities. Managers are obligated to discourage harassment in the workplace; to take reasonable steps to prevent it; and to take appropriate corrective action to deal with workplace harassment if and when it occurs.

Complaints that are trivial, frivolous or vexatious and/or made in bad faith will not be addressed as personal harassment complaints.

Complaints that result from legitimate performance management, exercise or delegation of managerial authority, operational directives, disagreement or misunderstanding, job assignment, work related change, a single comment, action or rudeness that has no lasting harmful effect and is not extreme or repetitive will not be addressed.

This policy was written in accordance with Bill 168 and Bill 132, which are Acts to amend the Occupational Health & Safety Act.

Application of Program This harassment in the workplace program applies to all employees of the library, as well as volunteers, co-op placements, students, agents of the library, consultants, contractors and the Board in dealings with employees, volunteers, co-op placements, students, agents, consultants, contractors and board members of the Library.

Members of the public, visitors to the library or individuals conducting business with the Library are expected to adhere to the Program, including refraining from committing acts of harassment against employees, volunteers, members of the library board, or persons acting on behalf of the library. If such harassment occurs, the library will take any steps available to ensure a harassment free workplace, including barring the individual who is the subject of a report from its facility, where appropriate, or discontinuing business with that individual.

Objectives • To demonstrate and promote the library’s commitment to providing a workplace that ensures employee safety and security • To prevent or lower the probability of harassment to library employees in the workplace

Workplace Harassment Policy Page 1 of 9 Page 33 of 43 • To respond swiftly and appropriately to incidents of harassment • To aid in the prevention of harassment in the workplace • To provide an impartial and efficient investigation procedure • To ensure that all incidents are dealt with confidentially and objectively and that the rights and dignity of all parties are respected • To provide employees and Managers in all departments of the Library with fair and consistent procedures for preventing and dealing with workplace harassment

Definitions For the purpose of this policy/program, harassment is defined as:

Workplace Sexual Harassment

• Engaging in a course of vexatious comment or conduct against a worker or any other person identified in Article 2.1 above, in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome • Making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome

Workplace sexual harassment also includes:

• Unwelcome remarks, jokes, innuendoes or taunting about a person’s body, attire, sex (including pregnancy and breastfeeding) gender, gender identity, gender expression, or sexual orientation • Asking questions, talking, or writing about sexual activities • Practical jokes of a sexual nature which cause awkwardness or embarrassment • Display of pornographic pictures or other offensive material • Leering (suggestive staring) or other offensive gestures • Demands for sexual favours and/or compromising invitations • Lewd remarks made verbally or electronically

Racial or Ethnic Harassment

• Unwelcome remarks, jokes, innuendos or taunting about a person’s racial or ethnic background or colour • The display of racially derogatory or offensive pictures or material • Refusing to converse or work with an employee because of their racial or ethnic background • Insulting gestures or practical jokes based on racial or ethnic grounds which cause embarrassment or awkwardness Bullying Bullying is a type of harassment that can be difficult to define. It is seen as acts or verbal comments that could ‘mentally’ hurt or isolate a person in the workplace. It may involve negative physical contact. It usually involves repeated incidents or a pattern of behaviour that is intended to intimidate, offend, degrade or humiliate a particular person or group of people. Bullying can be very subtle and may actually be a pattern of behaviour involving one or more incidents. It is also described as the assertion of power through aggression. Examples of bullying include the following:

• Spreading malicious rumours, gossip, or innuendo • Excluding or isolating someone socially

Workplace Harassment Policy Page 2 of 9 Page 34 of 43 • Intimidating a person • Undermining or deliberately impeding a person's work • Physically abusing or threatening abuse • Removing areas of responsibilities without cause • Constantly changing work guidelines • Establishing impossible deadlines that will set up the individual to fail • Setting someone up to fail • Damaging someone’s reputation through gossip or other means • Extreme micromanaging • Withholding necessary information or purposefully giving the wrong information • Making jokes that are 'obviously offensive' by spoken word, e-mail, verbally or in writing • Intruding on a person's privacy by pestering, spying or stalking • Assigning unreasonable duties or workload which are unfavourable to one person (in a way that creates unnecessary pressure) • Underwork - creating a feeling of uselessness • Yelling or using profanity • Criticizing a person persistently or constantly • Belittling a person's opinions • Unwarranted punishment • Blocking applications for training, leave or promotion • Tampering with a person's personal belongings or work equipment Other Harassment • Unwelcome remarks, jokes or taunting about a person’s age, record of offences, marital status (including single status), family status, disability, creed, place of birth, citizenship or ancestry. • Intrusive invasions of personal space • Vandalism, graffiti • Sharing of threatening, humiliating or demeaning pictures or websites • Pranks • Threats – overt/covert • Shunning • Yelling

Information and Instruction on Workplace Policy/Program The employer will provide all workers with information and instruction on the contents of the workplace harassment policy/program. Workers will be instructed on:

• What conduct is considered workplace harassment, including workplace sexual harassment, and how to recognize it; • How and to whom to report an incident of workplace harassment; • How the employer will investigate and deal with an incident or complaint of workplace harassment; and • How the employer will report the results of the investigation to the worker who allegedly experienced workplace harassment and the alleged harasser, if the alleged harasser is a worker of the employer.

Workers will be informed of substantial changes to the policy/program.

Workplace Harassment Policy Page 3 of 9 Page 35 of 43 Supervisors and managers must be provided with additional information and instruction, on how to recognize workplace harassment and how to handle a complaint of workplace harassment.

Investigators, whether a manager, supervisor, human resource representative or a person designated by the employer, must receive information and instruction on how to conduct an investigation appropriate in the circumstances, including not to disclose identifying information unless it is necessary to conduct the investigation, to take corrective action or otherwise as required by law.

Joint health and safety committee or health and safety representatives must receive information and instruction on the employer’s workplace harassment program including how to help a worker report an incident of workplace harassment and resources available to a worker who has allegedly experienced harassment.

Workplace Conduct that is not Harassment Workplace harassment does not include the proper exercise of responsibility or authority related to the provision of advice, assignment of work, counseling, performance evaluation, discipline and supervisory functions. Private verbal disagreements or personality differences are not usually harassment. Consensual banter or romantic relationships are not harassment. However, if anyone feels uncomfortable with this behaviour, and the behaviour continues even after this person expresses their discomfort, then it is harassment. It would also constitute harassment if the harasser should have known that the person was uncomfortable.

Procedure in Event of Harassment Complainant • Immediately make it clear to the offender that their behaviour or language is not welcome. • If uncomfortable approaching the offender directly, the complainant may seek the assistance of their Manager and/or their Union Representative. • File a complaint

See Section on “How to Report Workplace Harassment”

Alleged Offender • The alleged offender will be informed and asked for a written reply including a record of dates, times, the nature of the behaviour or language and witnesses if any.

Remedial Action • If there is no satisfactory evidence of harassment, no record of the complaint will be kept in any persons file and parties will be informed in writing of this effect. • If an offense is confirmed and action is recommended: • Action shall be taken without delay. • The Library Board, CEO and/or Managers will impose sanctions on the offender with an understanding of the seriousness of the misconduct and follow the general principles of corrective discipline.

Workplace Harassment Policy Page 4 of 9 Page 36 of 43 Investigation Commitment to Investigate Barrie Public Library will ensure that an investigation appropriate in the circumstances is conducted when the CEO, or any manager or supervisor becomes aware of an incident of workplace harassment or receives a complaint of workplace harassment.

Appointing an Investigator • An investigator will be assigned. • In situations where the issues are complicated, or there are many individuals involved, or there is a concern over the neutrality of an internal investigator, an external investigator may be utilized. If the alleged harasser is a member of the organization’s management team, an external investigator will be appointed. • The investigator must be competent and be perceived as such within the organization, with a knowledge of the relevant workplace harassment laws, whether they are internal or external.

Timing of the Investigation The investigation must be completed in a timely manner and generally within 90 days or less unless there are extenuating circumstances (e.g. illness, complex investigation) warranting a longer investigation.

Investigation Process The investigator will: • Ensure the investigation is kept confidential and identifying information is not disclosed unless necessary to conduct the investigation. The investigator will remind the parties of this confidentiality obligation at the beginning of the investigation. • Thoroughly interview the complainant and the alleged harasser(s), if the alleged harasser is a worker of the employer. If the alleged harasser is not a worker, the investigator will make reasonable efforts to interview the alleged harasser. • Provide an opportunity for the alleged harasser(s) to respond to the specific allegations raised by the worker. • Interview any relevant witnesses employed by the employer who may be identified by either the complainant, the alleged harasser(s) or as necessary to conduct a thorough investigation. The investigator must make reasonable efforts to interview any relevant witnesses who are not employed by the employer if there are any identified. • Collect and review any relevant documents. • Take appropriate notes and statements during interviews with the complainant, the alleged harasser and any witnesses. • Prepare a written report summarizing the steps taken during the investigation, the complaint, the allegations of the complainant, the response from the alleged harasser, the evidence of any witnesses, and the evidence gathered. The report must set out findings of fact and come to a conclusion about whether workplace harassment was found or not.

Results of the Investigation Within 10 days of the investigation being completed, the complainant and the alleged harasser, if they are a worker of the employer, will be informed in writing of the results of the investigation and any corrective action taken or that will be taken by the employer to address workplace harassment.

Record Keeping The employer (human resources or designated person) will keep records of the investigation including:

• A copy of the complaint or details about the incident;

Workplace Harassment Policy Page 5 of 9 Page 37 of 43 • A record of the investigation including notes; • A copy of the investigation report (if any); • A summary of the results of the investigation that was provided to the worker who allegedly experienced the workplace harassment and the alleged harasser, if a worker of the employer; • A copy of any corrective action taken to address the complaint or incident of workplace harassment.

Records will be filed in the individual personnel files of the complainant and the offender for a two-year period from the date of the offence after which they are destroyed.

Confidentiality All incidents or complaints of workplace harassment shall be kept confidential except to the extent necessary to protect workers, to investigate the complaint or incident, to take corrective action or otherwise as required by law.

While the investigation is on-going, the complainant, the alleged harasser(s) and any witnesses will be directed to not discuss the incident or complaint or the investigation with each other or other workers or witnesses. The investigator may discuss the investigation and disclose the incident or complaint-related information only as necessary to conduct the investigation.

All records of the investigation will be kept confidential. The investigation documents, including the report should not be disclosed unless necessary to investigate an incident or complaint of workplace harassment, to take corrective action or otherwise as required by law.

Informal Complaint Procedure When a complaint is brought forth informally (that is, no formal written complaint is filed) to the designated person, the employer has an obligation to make inquiries and determine the veracity of the allegations. It may be possible to resolve the complaint through informal discussions with each party or through a process of informal mediation. If the matter is not resolved informally, the complainant will be encouraged to file a formal complaint. The employee will always be advised of their right to proceed by filing a formal complaint.

Employee Right to Redress This program does not remove an employee’s right to redress through the procedures established by the Human Rights Code. This policy does not remove any employee’s rights under the Collective Agreement.

Responsibilities of Employees Employees are encouraged to report workplace harassment and have a duty under the Occupational Health and Safety Act to report workplace harassment promptly in order to protect themselves and their colleagues.

All employees shall:

• Comply with this program • Report any signs of harassment which were directed at them or at any other employee of the library to their Manager or the Manager of Human Resources • Co-operate fully in any fact gathering interviews which are designed to assess harassment in the workplace which may include providing a signed statement

Workplace Harassment Policy Page 6 of 9 Page 38 of 43 • Keep all information concerning the matter confidential to the fullest extent possible • Ensure any investigation remains confidential.

Responsibility of Managers Managers shall:

• Take all reasonable measures to prevent harassment in the workplace • Ensure that all employees are aware of the contents of this policy and their role in helping to prevent workplace harassment • Support this program and not ignore workplace harassment, in order to let their staff know that they take the issue of workplace harassment seriously • Promote enrolment in training courses in these areas that are available to employees • Ensure their own skills in these areas are current • Take immediate action when necessary • Immediately report complaints or incidents to the CEO or Manager of Human Resources and any action taken • Ensure that proper procedures are followed when a report of an incident is received, that the report is investigated promptly and fairly, that confidentiality is protected, that the rights, dignity and privacy of all parties are respected and shall keep a confidential personal record of all discussions. Managers must consult with the Manager of Human Resources prior to disclosing any information relating to an informal action, a formal complaint, its investigation and/or resolution to anyone • Coordinate general training for employees in consultation with the Manager of Human Resources • Cooperate with the investigating team and act as a member of the investigating team if required.

Responsibility of the Employer • The employer will investigate and deal with all complaints or incidents of workplace harassment in a fair and timely manner. • Information about a complaint or incident will not be disclosed except to the extent necessary to protect workers, to investigate the complaint or incident, to take corrective action or as otherwise required by law.

How to Report Workplace Harassment Obligation to Report An employee must report a situation that they feel is workplace harassment. A report may be made by the actual victim of harassment, by a co-worker who witnessed the incident or by a third-party reporting on behalf of the victim(s). Employees who, with good intentions, provide information about behaviour or actions which they perceive as harassment will not be subject to disciplinary action or other repercussions if their perceptions are not substantiated. A worker will not be penalized for participating in a workplace harassment investigation. However, if it is learned that an employee intentionally made a false report or provided false information regarding the report, disciplinary action shall be taken.

How to make a report • A report should be made as soon as possible after the relevant action or behaviour occurred. • Workers can report incidents or complaints or workplace harassment verbally or in writing. When submitting a written complaint, the report must include the following information: • Name and contact information of complainant • Name of alleged harasser(s) and contact information, if available

Workplace Harassment Policy Page 7 of 9 Page 39 of 43 • Details of the complaint (include the names of the parties involved; any witnesses to the incidents); the location, date and time of the incident(s); details about the incident(s) (behaviour and/or words used); any additional details • Relevant documents/evidence (e.g. emails, notes, photos, physical evidence) Who to Report Workplace Harassment To • Report a workplace harassment incident or complaint to your Manager or the Manager of Human Resources. • If the complainant’s manager is the person engaging in the workplace harassment, contact the Manager of Human Resources or any other Manager or Director. • If a senior executive is the person engaging in the workplace harassment, contact the Manager of Human Resources or any other senior executive. • The person to whom the report is made should not be under the direct control of the alleged harasser. • The Manager of Human Resources shall be notified of the workplace harassment incident or complaint so that they can ensure an investigation is conducted that is appropriate in the circumstances.

Investigation • To the extent possible, the investigator shall ensure that the incident is investigated promptly and fairly in a discreet and confidential manner. • As soon as reasonably practical, the investigator shall initiate the investigation by meeting with the individual who made the report. The individual has the right to be accompanied by an appropriate support person. The investigator shall confirm receipt of the report, clarify details and apprise the individual of the steps that will be taken. • After speaking with the appropriate Manager, the investigator has the authority, subject to applicable laws, to talk with anyone, examine any documents, and enter any work location. • An employee who refuses to discuss or cooperate with interventions to assess, may, if information is uncovered through fact-finding to establish a reasonable possibility of risk, be suspended without pay and benefits until they agree to cooperate and provide proof of cooperation. Continued or unreasonable refusal to cooperate may result in dismissal. • Interventions that may form part of a risk assessment or plan of action for a library employee who is the subject of a report or investigation may include referral to the employee’s physician, use of short term disability, temporary leave of absence, referral to counseling and other services through the employee assistance program. • Depending on the circumstances, the Manager and CEO may determine it is appropriate to physically and operationally separate the employees (if two employees are involved) for the duration of the investigation.

Findings and Recommendations When the investigation is complete the investigator will submit a confidential written document to the CEO summarizing the findings and conclusions and will recommend corrective action if appropriate.

Discipline • Actions that warrant consideration may include changes to physical work space, changes to work schedules, changes to procedures, withdrawal of services, and the use of appropriate court orders. • Employees found to be at risk of engaging in harassment or who have engaged in harassment shall be subject to discipline up to and including suspension and/or dismissal if warranted.

Workplace Harassment Policy Page 8 of 9 Page 40 of 43 • The appropriate disciplinary action imposed, if any, shall be determined by the CEO or the Library Board in the event that the CEO is the respondent.

Resources A worker may consult the following resources to help address workplace harassment:

• Union representative • Joint Health & Safety Committee member or Health & Safety representative • Human Rights Legal Support Centre • Employee Assistance Program

Policy Review The Ministry of Labour requires that this policy be reviewed annually.

Workplace Harassment Policy Page 9 of 9 Page 41 of 43 Policy Name: Philanthropy Policy Section: System Effective Date: October 24, 2019 Motion Number: Reviewed Date: October 24, 2019 Policy Number: SYS-12 Next Review Date: October 2021

Purpose

Financial contributions to the Barrie Public Library are a means of supporting enhanced services, programs and designated capital campaigns.

Policy Gift Acceptance The Barrie Public Library solicits and accepts gifts that are consistent with its mission and strategic directions and reserves the right to refuse any philanthropic gift which is deemed to be inappropriate or unsuitable to the advancement of the Library.

Philanthropic vehicles accepted include the following:

• Direct Donation (Cash, Debit, Credit, Cheque, Online) • Planned Gifts (Bequests, Gifts of life insurance, Charitable remainder trust, Gifts of Property) • Publicly Traded Securities • Endowment Funds • Gifts in Kind

Financial and In-Kind Donations and other forms of philanthropic support will generally be accepted from individuals, partnerships, businesses, foundations, government agencies, or other entities, subject to the following limitations:

• The Library will not accept gifts that are not recognized by the Canadian Revenue Agency, or that violate federal, provincial or municipal laws • The Library will not accept gifts that will compromise our commitment to our mission and values and/or risk the Library’s image in the community

A professional third-party appraisal must be provided in writing by the donor for any gifts-in-kind. In-kind donations are not attributed a cash value for recognition purposes. Donor Recognition The Library practices a donor-centered approach which adheres to the following principles:

• The Library welcomes designated giving to capital campaigns, library programs and areas of most urgent need • The Library appropriately recognizes all individuals, corporations, service clubs, community organizations and philanthropic foundations who make monetary donations to the Library • Monetary gifts over a defined cash value, as set by the Director, Business and Development, will be acknowledged with a charitable tax receipt • Monetary gifts not designated for a specific purpose will be transferred to the appropriate Library reserve fund

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Page 42 of 43 • Our donors do not receive solicitations along with gift acknowledgment or information about their gifts • The Library will recognize donors in writing within a reasonable time • Unless otherwise requested, donors can expect to be kept informed of their philanthropic impact to the Library and encouraged to be involved in Library activities and events • The Library does not track cumulative giving for the purposes of donor recognition • Individualized recognition programs will be put in place for sponsorship, fundraising events or campaigns, and foundation grants

The donor deserves the right to remain anonymous and to decline public (or private) recognition at all times. In lieu of placing a name on any public listing of donations, the word “anonymous” shall be used.

Planned Giving The Library offers Planned Giving as a philanthropic vehicle by which a donor can arrange a substantial gift to the Library for the future. The Library’s responsibility is ensuring the donor’s needs and objectives are in line with our mission.

We welcome both outright and deferred gifts from our donors. Types of deferred gifts include:

• Bequests • Gifts of life insurance • Charitable remainder trust • Gifts of property

The Lamplighter Society has been established to recognize and honour patrons who have made provisions for the Library in their estate plans. The long-term commitment of members of the Lamplighter Society enables the Library to plan for the future and ensures that the lifelong learning needs of our community will continue to be met.

The Lamplighter Society recognizes the special role of individuals who make a long-term commitment by establishing a charitable gift to the Barrie Public Library through their estate plans. Only the CEO and Director, Business & Development are authorized to arrange planned gifts with prospective donors.

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