Library Board

Library Board Code of Conduct

The Board acknowledges that all Board Members acting on behalf of the Library share certain ethical and legal responsibilities, including:

• Conducting Library business in compliance with applicable legislation, bylaws, and regulations.
• Treating all Library staff, patrons, and stakeholders in an honest and fair manner.
• Declaring situations where personal interests are, or may be perceived to be, in conflict with the Library’s interests and/or may result in personal gain.
• Safeguarding and properly using the Library’s proprietary and confidential information, including that of its patrons, community, and business partners, and its assets and resources.
• Becoming familiar with and conducting themselves in compliance with specific expectations and responsibilities as outlined in Library’s internal documents, such as the Board Governance Bylaw, Administrative Policies, the Employee Standards of Conduct Handbook, the signed Collective Agreement between the Board and the Canadian Union of Public Employees (CUPE) Local 1169, the signed Terms of Agreement between the Board and the Management and Administrative Support Staff Association (MASSA), and other documentation, as is relevant to their roles.

Approval: Janet Hutchinson, 2015. Statutory: No.

Conflict of Interest

Board Members must be open, honest, and transparent in the work we do. A conflict of interest occurs, or may occur, in a situation where a Board Member has private interests and relationships that they believe could or identify could be seen to impact the decisions or actions they take on behalf of the Library. The interests of the Calgary Public Library must be placed before those interests. 

Board Members must abide by the law and policies of the Library. Board Members shall regulate activities so as to remain free of interests or relationships which are, or have the appearance of being, harmful or detrimental to the Calgary Public Library, or are in conflict with the Library’s best interests. 

Where there might be a conflict between Board Member’s personal interests and those of the Library, it is the responsibility of each Board Member to declare in writing to the Board Chair at the first opportunity those interests and relationships that could or could be seen to impact the decisions or actions they take on behalf of the Board. If such Board Member is the Board Chair, the disclosure should be made to the Board Vice-Chair or other applicable Board Committee Chair who will perform all of the duties normally performed by the Board Chair as outlined above. 

Board Members who declare a conflict of interest must recuse themselves from voting on motions involved in the conflict.

Board Members will not accept or provide gifts, benefits and favours in exchange for, or appear to be in exchange for, preferential treatment or influence at the Calgary Public Library.

Approval: Evan Legate, 2025. Statutory: No

Board Orientation and Education

The Board recognizes the importance of having informed Board Members. To ensure this, the Board must provide a comprehensive orientation program for all new Board Members.

The Board encourages skill development of its Board Members and provides, within available resources, institutional memberships in key library organizations and financial support for attendance at library conferences and relevant workshops, including reimbursement of registration fees and of travel and accommodations expenses. Entitlement for financial support for these activities requires the approval of the Board Chair or Vice-Chair.

Approval: Avnish Mehta, 2020. Statutory: Yes.

Liability Insurance for Board Members

The Library will maintain appropriate insurance for its Board Members.

Approval: Avnish Mehta, 2020. Statutory: No.

Expenses

The Board is a volunteer board and does not offer compensation for service. However, in order to ensure that service on the Board is available to all members of the community, the Library will pay for reasonable expenses incurred when Board Members attend Board and Board Committee meetings, represent the Library at community functions, and attend learning and development activities, when those functions and activities have been authorized by the Board Chair or Vice-Chair.

Eligible expenses include, but are not limited to:

• Parking
• Tickets to community functions and events
• Travel to out-of-Calgary learning and development events, including conferences
• Meals and accommodation when attending learning and development activities
• Other expenses related to fulfilling Board duties authorized by the Board Chair or Vice-Chair

Receipts must accompany claims for reimbursement.

Approval: Avnish Mehta, 2020. Statutory: Yes.

Equity and Belonging

Calgary Public Library values and prioritizes equity, diversity, inclusion, accessibility, and belonging for all. The Library is committed to ensuring that people feel a sense of belonging in library spaces and have fair and equitable access to library services regardless of ancestry, place of origin, race, colour, education, income or source of income, religious beliefs, family status, marital status, age, sexual orientation, gender, gender identity, gender expression, or physical or mental disabilities. 

Calgary Public Library endorses the Canadian Federation of Library Associations’ Position Statement on Diversity and Inclusion and is a signatory on both the Urban Libraries Council Statement on Race and Social Equity and the Canadian Urban Libraries Council Statement on Race and Social Equity.

The Board recognizes that meaningful progress in this area requires a personal and collective commitment. Achieving transformational internal and external changes needs collaborative action to support and celebrate the diversity of experience, knowledge, and skills at the Library.

The Board endorses the Calgary Public Library’s Equity, Diversity, and Belonging Commitment Statement.

Definitions:

Accessibility – the degree to which a space or service is available.

Diversity – all the ways in which people differ and how that is represented in spaces and services.

Inclusion – the act of transforming systems and structures to ensure that all individuals are welcomed, supported, respected, and valued, and that barriers to contribution within spaces and services are removed. 

Equity – fair treatment, access, and opportunities ensure that everyone is provided with an opportunity to succeed and grow within spaces and services.

Belonging – the feeling of being accepted within spaces and services; to feel valued, to be seen and heard and connected the people and the environment around them.

Approval: Evan Legate, 2025. Statutory: No.

Public Attendance and Presentation at Library Board Meetings  

Everyone has a right to be present at Calgary Public Library (Library) Board public meetings whether in person at in person meetings, or virtually for virtual gatherings.

Pursuant to the Freedom of Information and Protection of Privacy Act (FOIPP) and Regulations, the Library Board may hold a portion of a meeting in the absence of the public (in-camera) only if the subject matter being considered is: 

1. the security of the property of the Library; 
2. personal information of an individual including (1) an employee of the Library, (2) a Board Member, or (3) potential individuals currently under consideration for those posts; 
3. proposed or pending acquisition of property by or for the Library; 
4. labour relations or employee negotiations; 
5. a law enforcement matter, litigation or potential litigation, including matters before administrative tribunals affecting the Library; or 
6. the consideration of a request for access to information under FOIPP for the purposes of FOIPP.

Public Attendance  

Members of the public wishing to attend a Library Board Meeting are asked to contact board@calgarylibrary.ca by 5:00 p.m.one business day prior to the scheduled meeting. 

Individuals are asked to sign in with Library staff before proceeding into the meeting. Drop-in attendance will be permitted, but attendees must sign in at the door before proceeding into the meeting. In situations where the Board Meeting is held virtually, individuals registered will receive a link prior to the meeting.  

Board Meetings are not public hearings and there will not be an opportunity for members of the public to comment on proceedings or speak to attendees during the meeting unless a request to present has been approved in advance.  

The Board Chair will have the discretion to change the meeting location if attendance exceeds the scheduled room’s seating capacity.  

Public Presentations at In-Person Meetings 

If a member of the public wishes to make a presentation to the Library Board pertaining to matters within the Board’s governance jurisdiction, they are required to give written notice to board@calgarylibrary.ca 5 days in advance of the meeting they wish to attend.  

A request to present must: 

• Include the name, address, telephone number, and email address of the individual or organization wishing to address the Board; 
• Provide an outline of the presentation topic and all relevant documentation; and 
• Be received prior to the noted deadline. 

The Chair may agree to schedule the presentation on the agenda of the next Board meeting or another regular meeting of the Board. The Chair may refer matters of Library administration or operations to the Chief Executive Officer. 

The Chair may waive the above requirements if, in the Chair’s opinion, there were extenuating circumstances or the presentation would no longer be relevant if made at a future meeting of the Board. 

If a member of the public is unable to attend a meeting, they may submit a written submission to board@calgarylibrary.ca. The approval process for written submissions to be presented at the Board Meeting will follow the procedures and deadlines for presentations. 

Presentations by individuals or groups will be limited to 5 minutes per issue or matter. This time may be reduced or extended at the discretion of the Board Chair. 

Presentations from groups or organizations shall have no more than three speakers and the number of speakers does not affect the total time limit for presentation. The maximum amount of time for public presentations will be 20 minutes per Board meeting.  

Board members will not respond to public presentations at the time they are made. As required, the Library Board will respond to the presentation in writing within two weeks of the presentation. 

Please note that any written or verbal submissions (including individual name but excluding personal contact information) will form part of the public record and will be made available to the public. 

Conduct of Presenters and Public Attendees 

Calgary Public Library values and prioritizes equity, diversity, inclusion, and accessibility for all. The Library is committed to ensuring that people feel a sense of belonging in library spaces and have fair and equitable access to library services regardless of ancestry, place of origin, race, education, income or source of income, religious beliefs, family status, marital status, gender, age, sexual orientation, gender identity, gender expression, or physical or mental disabilities.  

Each member of the public shall be expected to conduct themselves according to all applicable Board Policies and the Library’s  regarding their attendance and conduct at Board Meetings.  

Any individual making a presentation to the Library Board shall: 

• Only speak on the subject(s) for which they have received approval; 
• Obey the rules of procedure and any decision of the Chair; 
• Refrain from using offensive language; 
• Refrain from speaking disrespectfully of another person 

Failure to abide by these rules is grounds for the Chair to conclude or curtail a presentation. If the Chair rules that the presentation is concluded, the person or persons appearing before the Library Board shall immediately withdraw.  

Policy Administration 

The Library Board authorizes the Chief Executive Officer to establish procedures to administer this policy. 

Approval: Andrew Rodych, 2023. Statutory: No

Collections Policy

As a vital community connection to the world of information and ideas, the Library provides the widest possible access to knowledge, thought, and creativity for information, learning, inspiration, and enjoyment. To accomplish this, the Library provides a broad range of print and digital resources for users of every age and ability.

Through its collections, the Library encourages reading, helps develop literacy skills, and fosters life-long learning. The collections support formal and informal education and inform, entertain, enhance, and enrich individual lives. The collections:

• support informational and recreational reading, viewing, listening, and engagement
• stimulate the imagination and empower creativity
• increase an individual’s ability to succeed and participate actively in the community 

The Library’s collection development strategies are aligned with the values set out in the Library’s Strategic Plan and with the goal of ensuring that the breadth and depth of the Library’s collections are both reflective and inclusive of the diversity within our communities. To ensure that content is discoverable, accessible, and responsive to different needs, the Library continually seeks new ways of making resources available, by evaluating and implementing emerging formats, technologies, and curation strategies.

As part of this work, the Library works with relevant agencies to provide content in alternative formats to individuals with special needs, such as print or perceptual disabilities. In particular, the Centre for Equitable Library Access (CELA) was established in 2014 with the goal of supporting and assisting public libraries in delivering accessible library materials to Canadians. The partnership with CELA enables the Library to provide a broad selection of books, media, and digital resources to users with print disabilities in the formats of their choice. 

In considering content for inclusion in the collection, Library staff exercise their professional judgment, using criteria such as currency, availability, imaginative quality, appeal, and the unique contribution that each resource makes to the overall collection. The whole of a work or a resource rather than a part is always considered when making a selection decision.

Other criteria include:

• the expressed and anticipated needs and interests of Calgary’s diverse community
• recommendations made by critics, reviewers, and other authorities
• authority, reputation, or qualifications of the author, artist, or publisher
• the suitability of the subject, style, presentation, and reading level to the intended audience
• clarity, accuracy, and logic of presentation
• representation of Canadian and local perspectives
• representation of important movements, genres, or trends
• insight into the human condition and social realities
• artistic presentation and experimentation
• budget priorities
• space priorities
• the suitability of the form for library use
• availability
• copyright and rights management

An item need not meet all of the above criteria to be selected.

Requests by individual patrons for the inclusion of content will be considered by the Library through the application of the criteria in this policy.

Ultimate responsibility for the policy that determines and guides selection and access of materials rests with the Board. The task of selection is delegated to the Chief Executive Officer who directs this activity to qualified and knowledgeable staff.

The Board recognizes that this policy is carried out in compliance and with due regard for all applicable legislation.

Intellectual Freedom 
While Library staff may assist patrons, the ultimate right and responsibility for the choice and use of Library Materials rests with the individual.

The Library is guided in this work by the Intellectual Freedom Policy and endorses the Canadian Federation of Library Associations’ Statement on Intellectual Freedom, and the International Federation of Library Associations and Institutions’ Statement on Libraries and Intellectual Freedom. 
 
The availability of content within the Library’s collections does not indicate endorsement by the Library. The Library recognizes that some resources selected for its collections may be regarded as controversial, unconventional, or unpopular. 

Parental Responsibility 
Responsibility for children’s or teens’ choice and use of resources rests with their parent(s) or legal guardian(s). Selection for the adult collection is not restricted by the possibility that children or teens may access resources their parent(s) or legal guardian(s) may consider inappropriate. The Library believes in the freedom of the individual, and the right and obligation of parent(s) or legal guardian(s) to guide, develop, interpret, and maintain their own code of values in their family. The Library will not limit individuals' access to content included in its collections.

Collection Maintenance 
To maintain collections that support community interests and demands, Library staff carry out an ongoing program of collections maintenance to ensure that content is current, relevant, and that physical collections are in good condition.

Resource Sharing and Interlibrary Loans
The Library participates in resource sharing initiatives and Interlibrary Loans to ensure members have the greatest possible access to resources of interest to them. The Library follows the principles and guidelines outlined in Resource Sharing Operational Policy for Public Libraries, Alberta Municipal Affairs, December 2012, updated October 2015. 

Reconsideration of Library Resources 
Requests for reconsideration of materials may be made in writing to the Request for Reconsideration Committee. All such requests will be reviewed in light of the Collections policy and a written response to the request will be provided to the originator of the request. A member may appeal the decision to the CEO.

Approval: Evan Legate, 2025. Statutory: Yes

Use of Library Premises

Hours of Opening
The Board authorizes the Chief Executive Officer to establish Hours of Opening for all Library Premises. 

Access
Every member of the public shall have access during the Hours of Opening to those public areas normally used for Library purposes or designated for Library purposes. The Library may also grant after-hours access for public and private bookings under the conditions set out in the Calgary Public Library Terms and Conditions of Room Use.

Conduct
All persons using Library Premises shall conduct themselves so as not to disturb other patrons or cause damage to Library property as per the Library’s Code of Conduct, Terms and Conditions of Room Use, and Political Use of Library Space Policy.

Intellectual Freedom
The Library is guided in this work by the Intellectual Freedom Policy and endorses the Canadian Federation of Library Associations’ Position Statement on Intellectual Freedom, the City’s resolution on Freedom to Read Week, and the International Federation of Library Associations and Institutions’ Statement on Libraries and Intellectual Freedom. Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination.

Food and Beverages   
Consumption of food and non-alcoholic beverages only will be permitted in designated areas of Library Premises, provided such activity does not interfere with the use and enjoyment of Library Premises by other patrons or result in any damage to Library Materials, furnishings, or equipment.

Patrons who consume food and beverages on Library Premises may be held liable and accountable for any damage, repair, or additional expense that may be incurred because of this activity.

Program Rooms, Event Spaces, and Other Library Spaces
Program rooms and any areas of Library Premises not used for Library purposes may be reserved for use by groups under the conditions set out in the Terms and Conditions of Room Use. The use of program rooms and event spaces must also adhere to the Library’s Code of Conduct, Public Access Network Terms of Use, and Political Use of Library Space Policy.

Approval: Evan Legate, 2025. Statutory: Yes

Fees

Establishment and Review of Fees

The Board authorizes the Chief Executive Officer to establish fees in accordance with the Act and the Regulations. All Library fees shall be reviewed by the Board on an annual basis. 

Fees for Issuance of Membership

Subject to the Act and the Regulations, there shall be no fee for the issuance of membership for persons who are permanent residents of Calgary, for non-residents who own or rent property in Calgary, and for persons living on First Nations and Métis Settlements in Alberta.

There shall be a fee for the issuance of membership for persons who do not meet these requirements, as set out in Schedule B.

Reciprocal Borrowing

Notwithstanding the fee for non-resident membership, as set out in schedule B, the Board may enter into reciprocal arrangements with other library boards or vendor partners in Alberta providing for a waiver of such non-resident fees. 

Recovery Fees

The Library may charge recovery fees for expenses incurred in providing specific services outlined in Schedule B, including, but not limited to: printing, scanning, and photocopying; research; document delivery; rentals of space; and charges for lost or damaged property or materials.

Approval: Evan Legate, 2025. Statutory: Yes

Schedule A: Loan Limits and Loan Periods

Loan Limits

Library Member — 99 items per Library Member with the following exceptions:
Adult DVDs — 30 items per Library Member
Children’s DVDs — 30 items per Library Member
Holder of The Alberta Library (TAL) Card — 5 items per Library Member

Loan Periods

All circulating materials, with the exception of DVDs — 3 weeks
DVDs — 1 week

Other Loan Limits and Loan Periods may be imposed in accordance with the terms of licenses for electronic resources.

Schedule B: Fees 

Fee for Non-resident Library Members

$112.00/year (total for all family members at one address)

Recovery Fees for Lost and Damaged Library Materials

The price in the bibliographic record determines the replacement cost of lost or damaged Library Materials.

Recovery Fees for Courses, Programs, and Special Events

Admission to Library programs is normally free. In exceptional circumstances, a charge may be implemented. Any such charge may be waived for individual patrons in financial hardship.

Rental Fees for Library Program and Event Spaces

Booking Library program rooms in community library locations is normally free to those with a valid Library membership. Rental fees may apply for third party renters of large-scale event spaces at the Central Library as outlined in the following information.

*A three-hour minimum applies.

**Non-profit groups running events for a profit will be charged a for-profit rate.

The use of the Library’s program rooms, Patricia A. Whelan Performance Hall, and Shaikh Family Welcome Gallery are governed by the Calgary Public Library Terms and Conditions of Room Use and other related policies.

Approval: Evan Legate, 2025. Statutory: Yes