1. In all bylaws:

(a) "Act" means The Public Libraries Act, 1996

(b) "Regulations" means The Public Libraries Regulations, 1996.

(c) "Board Member" means a member of the regional library board appointed pursuant to section 32(1) of the Act.

(d) "The Board" is the regional library board constituted pursuant to section 32(1) of the Act.

(e) "The Agreement" is the agreement signed by all municipalities pursuant to section 29 of the Act.

(f) The term "grant" and "levy" shall be interchangeable and refers to the amount that is invoiced to a municipality as the contribution to regional revenue each year as per section 43 of the Act.

2.1 The corporation shall be known as the Parkland Regional Library as constituted under The Public Libraries Act, 1996 and The Public Libraries Regulations, 1996.

3.1 "The council of every municipality within the regional library boundaries described in the regulations shall enter into a regional library agreement with the council of every municipality within the regional library boundaries, for the purpose of providing public library services within those boundaries." (Act, 29(1))

29(2) A regional library agreement must contain the terms that are prescribed in the regulations.

29(3) The parties to a regional library agreement may include terms in the agreement, in addition to those that are prescribed, if they are not inconsistent with this Act or the Regulations.

29(4) Regional library agreements are continuing agreements and shall not be terminated unless the regional library board is dissolved, but they must contain provision for periodic review by the parties."

3.2 Changes to the Agreement shall be dealt with in accordance with change provisions of the Agreement.

4.1 The Parkland Regional Library provides equitable access to information and library materials for all our residents by working with our member municipalities, First Nations and other partners to reduce barriers to information posed by geography, demography, technology, institutional mandates and physical facilities. We endeavor to provide the services that provide access to the full range of human creativity and imagination as well as facts and knowledge.

5.1 The Board, the Executive Committee of the Parkland Regional Library, Local Library Boards, Volunteers, Management and Staff are committed to the following fundamental core values of library services.
 

(a) Universal Access to Information: The Parkland Regional Library works to break down all the barriers that prevent people from accessing information. We support the Canadian Library Association's Statement on Intellectual Freedom. We endeavor to provide the services necessary to bring information to the user in whatever form is required through efficient, effective and economical Bylaws, Policies, Programs and Services.

(b) Lifelong Learning: The Parkland Regional Library provides access to the materials that will engage the reader in the intellectual pursuit of knowledge for it's own sake as well as for the betterment of the individual and society.

(c) Recreation Opportunities: The Parkland Regional Library provides the type of materials that people read purely for fun, for the sense of intellectual engagement, and as part of the joy of the creative process.

A Body Corporate:

6.1 As declared by the Act Section 32(2), the Parkland Regional Library is a corporation governed by board members appointed by the member municipalities that belong to the regional library system pursuant to Section 29 of the Act.

The Regional Board:

6.2 The general management, control and operation of a regional library is vested in a regional library board, to be known as "The Parkland Regional Library", consisting of one member appointed by each municipality that participates in the regional library agreement for each 5,000 of its population, or fraction thereof, appointed from among the electors resident within the municipalities participating in the regional library. (Act, Section 32(1)). 

6.3 Where a member of the Board resigns, passes away or no longer is eligible to be a member of the Board, the council of the respective municipality shall appoint another member to fill the vacancy for the remainder of the term of that member.

6.4 Where a board member is unable to attend a regular or special meeting of the board, the official alternate is for that meeting, the official representative of the council with all the duties and responsibilities of the board member.

Responsibilities of the Board:

6.5 "It is the duty of the regional library board to provide public library services to the residents of Saskatchewan within the area it serves; subject to the approval of the minister, to designate the location of the headquarters of the regional library; to appoint staff; to prepare a policy statement to govern the operations of its libraries; to make bylaws; to administer regulations on the use of libraries and materials; and to keep records and accounts as provided in the Act and Regulations (Parkland Regional Library Agreement)."

General Meetings:

6.6 The regional library board shall meet at least once per year between January 1 and May 15.  The board shall meet at the call of the Chairperson at any time.  The Board shall receive one month's notice of any meeting.

Officers of the Board and Executive Committee:

6.7 The Chairperson is elected by the Board.

6.8 The Board shall appoint a Library Director (Act, Section 38(1)) who shall also be the Secretary of the Board and Executive Committee. The Library Director shall not vote (Act, Section 34).

6.9 The Chairperson shall preside at all meetings of the Regional Library Board and of the Executive Committee. The Secretary shall be present at all meetings of the board and it's committees, except those meetings or parts of meetings dealing with matters pertaining to the Secretary's salary or performance evaluation (Act, Section 34).

6.10 The Chair may vote on all matters.

Conflict of Interest:

6.11 Employees of the regional library shall not be appointed to the regional library board or local library board.

Executive Committee:

6.12 The Board shall elect at it's Annual General Meeting, an Executive Committee to carry out the day-to-day business of the board and the operation of the regional library (Act, Section 33). Executive Committee members shall be members of the regional library board.
 

(a) The Executive Committee consists of the Chair of the Regional Library Board and 6 other regional library board members elected from members of the regional library board.  Every municipality that has more than 5,000 residents may appoint one of it's Board members to the Executive Committee.

(b) A Vice-Chairperson shall be appointed from the Executive Committee members at it's first meeting after the Annual General Meeting.

(c) If the Chair or Vice-Chair positions become vacant, or a vacancy occurs from the other members of the Executive Committee, the remaining members of the Executive Committee may appoint a board member to fill the vacancy until the next annual general meeting.
(d) The Executive Committee shall declare a vacancy and appoint a new member of the Executive if a member misses two consecutive meetings without sufficient cause or notification (Act, Section 32(6)).
(e) The Executive Committee shall meet on a regular basis as determined by the Executive Committee. The Executive Committee shall meet at the call of the Chair.

6.13 The Board or Executive Committee may appoint any committee as deemed necessary.

6.14 The Chair is a member ex officio member of all standing or special committees that are established by the regional library board.

Procedures of Meetings:

6.15 Procedures of meetings shall be determined (in order of precedence) by the Act, Regulations, Parkland Regional Library Bylaws, or by Roberts Rules of Orders, Modern Edition.

Quorum of Meetings:

6.16 A quorum for a meeting of the regional library shall be constituted by members representing 1/3 of the participating municipalities and First Nations.

6.17 A quorum for a meeting of the Executive Committee shall be constituted by members representing 50% plus 1 member of the total number of members of the Executive Committee (5 members).

Voting:

6.18 A simple majority is necessary to carry a motion except for items dealt with in other sections of this bylaw. 

7.1 The Library Director is the senior staff person of the regional library. The Library Director shall:

(a) Direct and supervise the staff of the regional library in the performance of their duties.

(b) Submit regular reports to the Executive Committee and the regional library board.

(c) Make recommendations to the Executive Committee and the regional library board respecting the bylaws, policies, programs and procedures required provide efficient, effective and economical library services in the region.

(d) Perform any other duties that may properly belong to the office or be delegated to the Library Director by the Executive Committee or the Regional Library Board.

Local Levies:

8.1 The regional library shall be financed by grants from the Provincial Government and by levy payments from municipalities. Pursuant to section 43(1) of the Act, participating municipalities shall make an annual grant to the regional library board. The regional library board shall determine the amount of the annual grant at it's Annual General Meeting.

8.2 The Executive Committee shall ensure that:

The financial grant levy shall be invoiced in two installments. The first installment shall be invoiced in January, and shall be an estimate based upon 50% of the levy of the previous year and shall be due on March 1. The first installment shall include any unpaid portions (plus interest) from any previous year. The second installment shall be invoiced in July and shall be based upon the population of the municipality as published in the current year's edition of the "Municipal Directory" and the per capita levy for the year as approved by the board less the amount paid by the first installment plus any amount still outstanding. The second installment shall be due on September 1.

8.3 First Nations shall be invoiced for the total amount of their grant on or before August 1.  This invoice will cover the period from August 1 to July 31 of the next year.

Late or Defaulted Payments:

8.4 A municipality or First Nation that does not remit amounts invoiced shall be considered in default of payment. Interest shall be charged on any outstanding amounts at an amount of 1% per month for every month that an invoice(s) is outstanding.

8.5 A resident that lives within the boundaries of a municipality that is in default of payment, shall be subject to any other sections of this bylaw that may relate to reasonable conditions of service.

Special Payments:

8.6 Any participating municipality may agree to pay more than the minimum levy in consideration of increased regional library services.

Local Library Boards:

8.7 As Local Library Boards may require funds in order to carry out their legislated responsibilities (as defined in the Act, Section 40) or other responsibilities delegated to the Local Library Board by the Parkland Regional Library Board, the Board of the Parkland Regional Library authorizes Local Library Boards to undertake any financial activities required to fulfill their responsibilities.  This includes, but is not limited to, bank accounts or borrowing.

Use of Libraries to Be Free

9.1 "Every resident of Saskatchewan is entitled to borrow, directly or by interlibrary loan, library materials held by any public library in Saskatchewan, subject to any reasonable conditions, other than the payment of a fee, that may be imposed by the responsible public library board." (Act, Section 6(1))

9.2 The Board may set fees for services identified in the Regulations, Section 22.

Library Access Fee:

9.3 Access to library services by families that do not normally reside within the boundaries of the regional library, or to families of non-participating First Nations may be granted through the purchase of a yearly family membership in the Parkland Regional Library. The yearly membership fee is set at $100 per year and includes all members of the purchaser's immediate family. This fee may be pro-rated according the actual length of time access is required: $75 for 9 months, $50 for 6 months, $25 for 3 months (but no portion thereof) (Act, Section 66(1), Act Section 6(4))

9.4 Persons who live within the boundaries of a public library system with which the Parkland Regional Library has a reciprocal borrowing agreement or which participates in the provincial public library system need not purchase a membership.  Persons who live within the boundaries of a municipality that has not signed the contract pursuant to Section 29(1) of the Act or in a municipality that is in arrears may not purchase a membership.

Institutional Memberships:

9.5 Where an institution exists with residents living within a physical facility, whose residents have limited or non-existent personal access to library services, an Institutional Card may be issued upon successful application to the Executive Committee. The card will entitle the bearer to access library services on behalf of the residents of the institution. A condition of service is that the Institution agrees to be bound by all standard regional library policies and procedures and to pay any amounts levied against the card.

Reasonable Conditions of Service:

9.6 (a) Access to the services of the Parkland Regional Library by residents of a municipality within the boundaries described in the Regulations is conditional upon the payment of the levy by the municipality. Public library services will be withdrawn to residents of municipalities who are in default of payments. This includes all services related to the Branches, Book Deposits, Circulation, Reference, InterLibrary Loans, Reciprocal Borrowing and Local Programs.

(b) The Board of the Parkland Regional Library shall withdraw regional library services at the local service point until such time as the total amount of the outstanding invoice is paid in full.

(c) Residents of a municipality that has had it's services withdrawn by the regional library are not entitled to purchase access to library services pursuant to Section 9.3 of this bylaw.

10.1 All library materials held by the Reference Centers or Branch Libraries whether print materials, compact disks, CD-ROM's, videos, periodicals or other types of materials available for the public to borrow are deemed to belong to the Board of the Parkland Regional Library regardless of the person or institution who purchased or donated the materials (Act, Section 69(1).

10.2 All library material shall be available to all members of the public who are entitled to borrow materials whether in person or by InterLibrary Loans (except for reasonable restrictions on reference materials, rare or expensive materials or computer materials). Over time, all library material shall be made accessible through the online public access terminals and staff terminals (the material must be cataloged in the regional library catalog).

11.1 An amendment to this bylaw may be proposed at any meeting of the board by any member of the board but it is effective only after a favorable vote at the meeting. Advance notice of the proposed amendment must be received by the Executive Committee at least 45 days in advance of the meeting of the Board and shall be circulated to all members of the Board at least 20 days in advance of the Board meeting. Amendments must be approved by a 2/3 majority of the members of the board who are present at the meeting where the amendment is being considered.

Passed by Resolution of the Parkland Regional Library Board the ____________ of ____________, 2000.

Chairperson
 
 

__________________________________

Director
 

Authority: Executive Committee

Background:

Various models for the location of public library branches have been proposed in recent years. While none of them are new, there is renewed interest in combining public libraries with schools, community colleges or other institutions.

Joint-Use library facilities located in schools do not have a history of success. Where they have been tried, few last longer than five or six years and many of those that do survive are often not considered to be providing adequate public library service. Some of them are considered to be providing adequate school library service, but the public library service has suffered.

In spite of the poor record, some joint-use facilities have been successful. For example, in Saskatchewan, the majority of school-housed libraries have been in the northern Indian communities where the school has long been the center of community activity and where there is one authority, the band council, responsible for both school and public library services.

There may be good reason to house the library with another facility in a relatively isolated community where the choice is between a joint-use facility or no facility.

Experience indicates that some fundamental characteristics contribute to the success of joint-use library facilities. It is with this knowledge that the following criteria for Parkland Regional Library's participation in such ventures has been developed.

Criteria for the establishment of joint-use facilities for regional branch services:

Regional involvement: For the Parkland Regional Library to consider joint-use facilities, the Regional Librarian and the Executive Committee must participate in the process of development from initial feasibility through to final operational management.

It is recommended that a steering committee, consisting of representatives of those organizations participating in the project, be established at the initial stages and that it be given responsibility for providing consultation on the project until a joint management committee is in place.

Standards: School library program, facilities, collection policies, budget and personnel shall meet the guidelines given in the document "Learning Resource Centres in Saskatchewan: A Guide for Development." The Public library program, facilities, collection policies, budget and personnel shall meet the guidelines given in the document "Standards for Libraries within Regional Library Systems in Saskatchewan." (Where standards are quantitative, counts may include "common areas" but may not include any "separate areas".)

Evidence of strong community support for the development of the joint-use library shall be assessed.

All municipalities in the area must belong to the regional library for the area and their residents shall be considered as part of the "community" whose support level is to be assessed.

Agreement: There shall be an agreement between the regional library, school board, and municipalities determining responsibilities for ownership of properties, responsibility for acquisition and processing of library resources, building space, maintenance, insurance and operational support funding. Provisions for staffing and management shall be determined. There shall also be provisions for the division of properties and resources upon dissolution.

The agreement shall take into consideration the unique needs for service including design characteristics such as accessibility by the public, evenings and vacations, public washrooms, etc.

Process:

1. Communication of the desire by any party to the others who might be involved in the joint venture.

2. Establishment of a joint committee (steering) to examine the feasibility of a joint-use facility taking into consideration the mandates, and criteria of each party for joint use involvement.

3. Community consultation to assess the strength of community support by directly measuring that support.

4. Agreement in principle by all of the funding authorities.

5. Development of an agreement or contract for the establishment and continued operation of the library. (Note that if all of the standards cannot be met immediately, then the agreement may include a plan to meet them within a reasonable length of time.)

6. Establishment of the cooperative management body which includes the administration of the supporting jurisdictions and which reports on a regular basis to each of the supporting jurisdictions.

Considerations:

Alternatives: Alternative methods of resource sharing, such as interlibrary loan and reciprocal borrowing agreements, should be considered. Bookmobile service or courier delivery supply should be considered. Electronic communications could enhance the process.

Level of Service: The level of service should be equal to or better than would be provided by alternative means.

Mandates: The ability to provide informational, educational, recreational and cultural needs unique to each of the various types of patrons should be considered.