Library Notice Board Policy

1. Purpose

To provide clear, consistent guidelines for the use of library-notice boards so they serve as a reliable venue for promoting library-sponsored, educational, cultural, and community-based programs while safeguarding patrons from commercial advertising and materials that conflict with Ontario law. The policy also establishes mechanisms to ensure the boards remain inclusive, accessible, and reflective of the library’s public service mandate.

2. Scope

This policy applies to all notice-board spaces located within any Fort Erie Public Library branch, including temporary display areas, digital bulletin boards, and any ancillary surfaces used for community postings. It governs the actions of library staff, volunteers, board members, contractors, and external organisations that wish to post material on these boards. The policy does not cover library-owned promotional media (e.g., flyers handed out at the desk) that are not displayed on a notice-board.

3. Definitions

• Commercial advertisement - Any material whose primary purpose is to promote a for-profit business, product, or service.
• Community organization - A non-profit, charitable, municipal, or volunteer-run group that serves the public interest and does not operate primarily for profit.
• Essential information - The minimum details required for a posting to be useful: title, date, time, location, and any associated cost or registration requirement.
• Library-sponsored program - An event, service, or activity organized, funded, or directly supported by the library.
• Notice-board - Any physical or electronic surface designated by the library for public posting of community information.

4. Policy Statement

The Fort Erie Public Library provides community information boards in its branch locations to actively promote Library and other community programs as well as educational and cultural programs and events. Library notice boards do not promote private for-profit businesses or activities that contravene Canadian legislation.

Guidelines

The library’s notice boards shall be used exclusively for:

• Library sponsored programs.
• Free educational courses and programs.
• Cultural events such as concerts, theatre, art gallery shows, etc.
• Fundraising or awareness initiatives for non-profit organizations.
• Announcements or programs sponsored by local community groups.
• All of the above is subject to availability of space; free events will be given priority.

We do not accept postings that:

• Support or promote for-profit businesses or organizations.
• Do not meet minimum accessibility standards.
• Are so large as to exclude or cover other items.
• Omit essential information.
• Violate Federal or Provincial Laws.
• Are petitions that are not approved by the Library Board.

Responsibilities

Board of Directors

• Approve the policy and any major amendments. Oversee compliance audits and ensure the policy aligns with legal and strategic objectives.

Chief Executive Officer (CEO)

• Allocate resources (staff time, signage, storage) needed to enforce the policy.
• Ensure that training on the policy is provided to all employees and volunteers.

Branch Services Coordinator / Librarians

• Communicate the policy to staff, volunteers, and community partners.
• Review flagged material in absence of Community Engagement Librarian.

Community Engagement Librarian

• Monitor notice board usage daily and intervene when noncompliant material appears.
• Maintain a log of removed postings and reasons for removal.
• Review incoming submissions for compliance before posting.

Employees & Volunteers

• Remove or flag material that breaches the policy and notify Community Service Librarian or direct manager.
• Assist patrons in understanding posting requirements.

Community Submitters

• Provide complete, accurate information in the prescribed format.
• Respect space limits and the library’s decision on suitability.

5. Compliance and Consequences

• Monitoring - Staff conduct weekly visual inspections of all notice-boards and retain a record of removals.
• Non-Compliance – If material is found to be non-compliant:
• The posting is removed immediately.
• Where appropriate, the submitter receives a written notice explaining the violation and guidance on how to revise the submission.
• Repeated Violations – Individuals or organisations that submit non-compliant material on three separate occasions within a twelve-month period may be barred from future postings pending Board review.
• Escalation – Serious breaches (e.g., content violating the OHRC or other laws) are reported to the Library Board and, if required, to appropriate regulatory bodies.

• All actions taken under this section are documented in the Notice-Board Compliance Log, stored securely on SharePoint and retained for a minimum of three years.

6. Communication

This policy will be distributed via Rise. An updated copy of the Policy Manual will be located in Sharepoint and at the circulation desk. Updates will be communicated in a timely manner.

7. Anticipated Review Date

This policy will be reviewed every other year to ensure relevance, effectiveness, and alignment with legal and organizational changes. The next scheduled review is October 2027.

8. Related Documents

• Ontario Human Rights Code
• Community Information Policy