Borrowing Policy

Purpose

This policy tells everyone how to use the library’s resources responsibly and fairly. The Fort Erie Public Library (FEPL) provides fair and equitable access to materials.

Scope

This policy applies to the public, staff, board members, volunteers, and anyone borrowing physical items. Digital lending follows separate licensing rules.

Definitions

• Guarantor - A person who agrees to be responsible for the person they are signing for.
• Identification - a card or document that proves who you are.
• Library of Things - non-traditional items, such as tools, sewing machines, electronics, toys, and sports gear, for a limited time.
• LiNC - Libraries in Niagara Cooperative, a group of regional libraries. Members are Fort Erie Public Library, Grimsby Public Library, Lincoln-Pelham Public Library, Niagara-on-the-Lake Public Library, Port Colborne Public Library, Thorold Public Library, Wainfleet Public Library, West Lincoln Public Library, and Welland Public Library.
• Reciprocal Borrowing - an agreement between two or more library systems that allows patrons with a valid card from their home library to borrow materials and access services from other participating libraries.

Policy Statement

The library provides equal access to its collection. Patrons must return items on time, pay any fees, and follow the rules.

Eligibility

Anyone who lives, works or owns property in Greater Fort Erie is eligible to receive a free Fort Erie Public Library membership. All adult applicants must provide identification at time of registration. Acceptable identification includes:

• one piece of government issued photo ID or a combination of ID that proves name and address
• a valid library card from any library with a reciprocal borrowing agreement with FEPL, or
• Teacher Identification Card.

Memberships for those under 17 need a signed permission form unless a guarantor is present. Teacher Cards allow an additional 7 day loans on most items.

Borrowing

Library cards work at all FEPL branches, at any LiNC library, and other libraries that have a reciprocal agreement with FEPL. Cards are good for five years.

Loan periods

Item limits

Renewals

Borrowing LiNC materials

With an active FEPL card you are automatically a LiNC cardholder. You can borrow in person, place holds, or have items delivered to your nearest branch. If you move to another LiNC community, it is recommended that you register for a new card at your new home library. It is the patron’s responsibility to notify their former home library that they have moved.

Cardholders are still responsible for any fines, fees, or associated costs when borrowing items from a LiNC library.

Cardholder Responsibilities

Registered users must promptly notify the library of any changes to their name, address, or account status, as well as lost or stolen cards. Replacement cards are provided free of charge. Cardholders are responsible for all materials checked out to their card.

Confidentiality

Information concerning overdue materials or materials placed on hold will only be provided to the individual concerned or guarantor.

All library records containing patron information including, but not limited to, circulation history, holds, and service usage, are strictly confidential. Fort Erie Public Library will not disclose such records to any government agency (federal, provincial, or municipal) or third party unless compelled by a valid court order, subpoena, or other legal process related to criminal proceedings. FEPL reserves the right to consult legal counsel before complying with any such requests.

FEPL adheres to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and will challenge any requests for patron data until the court demonstrates good cause for disclosure, and the request complies with jurisdictional standards.

Loan Periods

Returning materials

• Items not received by the due date are considered overdue.
• Patrons cannot check out new items when items are overdue.
• Items returned in book drops when the library is closed are backdated to the last open day.

Fees

• Patrons may pay the replacement cost for items they believe are lost at any time.
• Borrowing privileges are automatically suspended when a patron's account reaches $10.00 in unpaid fees.
• Fees must be paid before privileges can be restored.
• Fees must be paid at the library they are owed to.

Lost or Damaged Materials

Patrons are responsible for all items checked out on their library card. A patron is required to pay for items which are lost or damaged while checked out. The Library does not accept replacement copies of lost material in lieu of charges.

The Library will assess charges for items damaged beyond normal wear. The replacement cost at the time the item is deemed to be lost or damaged applies.

Holds

Placing Holds

• Registered patrons may request holds on any available items from all LiNC libraries.
• Hold requests can be made:
• In person at any branch
• By phone during operating hours
• Electronically through the library website

Hold Limits & Duration

• No limit on the number of holds per account
• Available items will be held for 5 business days

Pickup Authorization

• Held items will only be released to:
• The account holder who placed the hold,
• Individuals specifically authorized by the account holder, or
• Guarantors of accounts for patrons under 17.
• Valid library card or photo ID is required for pickup

Limitations

Account Usage

Cards are personal and must be shown for every checkout. A forgotten card can be replaced for free by showing a photo ID. Inactive accounts (5+ years) are deleted; you’ll need to reapply.

Restrictions

• Borrowing privileges will be suspended when:
• Fines / fees exceed $10.00
• Lost / damaged items remain unresolved
• Non-circulating items (as designated by owning library) cannot be checked out
• Interlibrary loan terms are set by the lending institution

Special Circumstances

Children/Youth:

• Parents/guardians assume responsibility for minors' borrowing
• No restrictions except for age-limited materials (under 18)

Homebound Services:

• Available to qualifying Fort Erie residents
• CEO maintains final eligibility determination
• Service duration tied to homebound status

Theft

The Fort Erie Public Library considers theft to occur when an individual:

• Willfully removes library materials without proper checkout
• Conceals items with intent to remove them from library premises
• Retains possession of overdue items despite repeated recall notices
• Alters or removes library identification marks from materials

Consequences

• Individuals observed stealing materials (visually or via security systems) will face:
• Immediate suspension of all library privileges
• Permanent revocation of borrowing rights for repeated offenses
• Prosecution under Ontario's Public Libraries Act and Criminal Code
• Full restitution for stolen or damaged items plus applicable fees

Staff Protocol

• Authorized staff may:
• Notify the authorities
• Review security footage as evidence
• Ban individuals from library premises pending investigation
• Pursue civil action for high-value thefts (>$500)

Appeal Process

• Banned patrons may submit a written appeal to the Library CEO within 30 days, including:
• Explanation of circumstances
• Evidence of mistaken identity (if applicable)
• Proposed restitution plan

Responsibilities

• Board of Directors: Oversees compliance and reviews policy updates.
• CEO: Enforces policy, allocates resources, approves bans/legal action.
• Managers/Supervisors: Communicate expectations, monitor compliance.
• Employees/Volunteers: Follow the policy and records violations.

Compliance & Consequences

Failure to adhere to this policy may result in corrective actions, commensurate with the nature and severity of the violation. Consequences are applied progressively, with consideration given to intent, frequency, and impact on library operations.

Examples

Communication

The policy will be posted on Rise, Sharepoint, and at the circulation desk; updates will be announced promptly.

Related Documents

• Ontario Human Rights Code
• Overdue Materials / Collection Management Fines & Fees Policy
• Non-Resident Membership Fees
• Municipal Freedom of Information and Protection of Privacy Act

Anticipated Review Date

This policy will be reviewed every three years to ensure relevance, effectiveness, and alignment with legal and organizational changes. The next scheduled review is September 2028.