Policies
The library has policies to ensure consistent, fair, and transparent service for everyone.
As part of our strategic goal to improve organizational transparency, we’re reviewing all policies and making the most relevant ones available online. Not all policies are posted yet, but they will be added as they are finalized, along with regular updates on board meetings and library developments.
Archives collection policy
Effective date: June 18, 2025
Revised date:
Review schedule: Four years
Next review date: Spring 2029
This policy outlines the mandate, scope, acquisition, preservation, and access procedures for the Cochrane Public Library’s archives collect to ensure responsible stewardship of these valuable resources.
Mandate and scope
The Archives Collection is dedicated to preserving materials that document the historical, cultural, social, and economic development of Cochrane and surrounding regions.
Composition
The collection includes but is not limited to the follow materials:
- Local newspapers and clippings dated back to the 1910s
- Photographs (prints, negatives, slides, and digital formats) depicting community events, notable figures, and historical sites
- Personal letters, diaries, and oral histories from residents with historical significance
- Local maps, blueprints, and architectural plans relevant to the community’s development
- Government and institutional records that document public decision-making and community planning
- Audio and video recordings of local events, interviews, and historical documentation
- Books and periodicals published locally or written about the community
- High-level summaries from local organizations about their histories
Exclusions
To ensure focus and manage limited resources, the library does not accept the following materials for its Archives Collection:
- Materials unrelated to Cochrane and its surrounding area, as defined in geographic scope
- Duplicates of items already held in the collection unless they provide unique value (e.g. annotations, special editions)
- Textbooks, encyclopedias, and general reference materials
- Contemporary newspapers or magazines unless they contain significant local coverage
- Minutes from organizations or groups not directly affiliated with municipal governance
- Pamphlets, handouts, and ephemera not related to municipal history
- Nicknacks, artifacts, and other objects requiring storage or specialized conservation
- Items with unclear ownership or legal concerns
- Materials in poor condition that cannot be reasonably preserved or digitized
Geographic scope
Materials must primarily pertain to Cochrane and its immediate surrounding regions, namely Arpin, Birchill, Blount, Brower, Buskegeau, Clute, Driftwood, Dunn Lake, Eastford, Fournier, Frederickhouse, Gardiner, Genier, Glackmeyer, Hanna, Hunta, Kennedy, Laroque, Nahma, and Norembega.
Exceptions may be made for items that have a strong connection to the local area, such as documents from former residents or businesses that had a significant local impact.
Acquisition of materials
The library acquires materials for the Archives Collection through donations, transfers, and selective purchases.
Donation guidelines
The library welcomes donations that align with the collection’s scope and priorities. Donors must provide as much contextual information as possible, including:
- The source or origin of the material (e.g. personal collection, business, organization)
- The names of individuals, events, or locations depicted or referenced in the materials
- Any available documentation, such as letters, notes, or historical context related to the items
- Any known copyright, privacy, or ownership
While the library will not accept the full record of an organization’s meeting minutes, it welcomes local groups to submit summary documents that highlight the group’s historical milestones, key decisions, and community contributions. A suggested template will be available to guide organizations in preparing a submission suitable for inclusion in the Archives Collection.
The library currently accepts audio and visual materials – including photographs – in digital formats only.
Criteria for inclusion
To be added to the Archives Collection, an item must meet basic collection requirements. Specifically, it must meet all the following criteria:
- Fits within the collection scope
- Is unique or adds new information to the collection
- Has adequate documentation
- Is in good physical condition
- Can be reasonably preserved
Materials will also be assessed based on the four following criteria to determine the item’s relevance to the collection:
- Geographic and temporal connection
- The item originates from or directly concerns the community or its immediate region
- It dates from or relates to historically significant periods or milestones relevant to the community
- Thematic connection
- The item relates to important local themes such as governance, education, business, social movements, demographic changes, cultural life, or public health.
- People and groups
- The item involves individuals or groups significant to the community’s history, including leaders, activists, or everyday citizens illustrating broader trends.
- It may represent stories of under-documented or marginalized populations.
- Community impact and legacy
- The item documents events, decisions, or developments that led to meaningful, lasting changes in the community’s social, economic, cultural, or physical landscape.
All potential acquisitions will be reviewed by a minimum of two staff or committee members, who will assess the materials using the library’s Archives Collection Acquisition Evaluation Criteria.
Preservation and conversation
The library is committed to the responsible care and preservation of archival materials in alignment with our capacity and resources. Our goal is to ensure long-term access to historically significant items through appropriate storage, conservation practices, and, when possible, digitization.
Current preservation measures include the following:
- Storage in acid-free containers and climate-controlled environments
- Limited handling and use of gloves when necessary
- Digitization efforts to reduce physical wear and improve access
While we strive to preserve all materials in our holdings, we recognize that some may be deaccessioned if they fall outside our collection scope, duplicate existing content, or present preservation challenges beyond our current means. All such decisions are made with consideration for the long-term interests of the collection, community, and historical integrity.
Access and use
The Archives Collection is available to the public under the following conditions:
- Materials must be viewed in designated areas under staff supervision
- Requests for access must be made in advance
- Reproductions may be provided at the discretion of library staff, with all applicable costs covered by the requesting party. Subject to copyright and condition limitations
Deaccessioning
The library reserves the right to remove materials that no longer fit the collection’s scope due to irrelevance, duplication, deterioration, or constraints related to space, resources, or evolving collection priorities.
Deaccessioned materials may be returned to donors, transferred to other institutions, or disposed of responsibly.
Circulation policy
Effective date: May 21, 2025
Revised date:
Review schedule: Four years
Next review date: Spring 2029
This policy outlines the borrowing rules and procedures at the Cochrane Public Library. It is intended to ensure fair access to library materials, support responsible use, and protect shared resources.
This policy applies to all members of the library and is designed to be clear, fair, and supportive of a wide range of borrowing needs. Library staff are responsible for interpreting and applying this policy with discretion and flexibility where appropriate.
Loan periods
- The normal loan period for most circulating material is three (3) weeks.
- The loan period for DVDs, video games, magazines, and equipment is one (1) week.
- The loan period for puzzles is six (6) weeks.
- A patron may request an extended loan period, to be granted at the discretion of staff, unless there is another patron on hold for the material in question.
Loan limits
5. Adult, senior, outreach, and non-resident members: up to 15 print items and 4 DVDs or 1 boxed set or 4 video games and one non-traditional item (g. sports equipment, board game, puzzle, create kit).
6. Classroom members: up to 30 print items, otherwise the same as adult members.
7. Child members: up to 5 print items and 2 DVDs or 1 boxed set or 2 video games and one non-traditional item.
Borrowing restrictions
8. Reference materials and periodicals are non-circulating.
9. Unique, fragile, and archival material is restricted to in-house use only under the supervision of a staff member.
10. In keeping with the Ontario Library Association’s position, there are no restrictions on the material borrowed by children, besides those outlined above. Library staff can advise children on reading interests, however, the material selected by the child is the responsibility of the parent or guardian.
Holds
11. Library materials not available on the shelves may be placed on hold at the circulation desk, by phone, or online via the library’s online catalogue. Holds will remain in place for six (6) months and may be renewed.
12. When the held item becomes available the member will be notified, and the item will be kept for the member at the circulation desk for seven (7) days. If the item is not picked up, a reminder notification will be issued, and the material will be held for an additional two (2) days, after which the material will be returned to the shelf or checked out to the next member on the hold list.
Renewals
13. In most circumstances, library materials may be renewed for up to three (3) loan periods. Two (2) renewals by telephone or email are permitted, and the third renewal must be done in person.
14. Materials that are on hold for another patron may not be renewed.
15. Interlibrary loan renewals may be granted subject to the loaning library’s discretion.
16. Sports equipment and Ontario Parks Passes may not be renewed, except as outlined below.
Equipment loans
17. Equipment sets, including skis, snowshoes, fishing gear, and Ontario Parks passes, can be checked out by any adult member in good standing. Members who are 17 and under must be accompanied by a parent or guardian. The member must sign the Equipment Lending Agreement at the time the equipment is borrowed.
18. Equipment sets must be handed directly to library staff when returned. If any equipment is returned and left unattended, a $20 fine will be charged for unnecessary risk to the equipment.
19. Equipment must be brought to the library for renewal. If there is no hold for the equipment, the member may check it out again after a staff member has completed the full check-in process.
20. The overdue fine for equipment is $5 per item per day, with a maximum fee of $25 per item. If equipment is not returned by seven (7) days past the due date, it will be considered lost, and the member will be billed the full replacement value for the equipment and packaging. If the equipment is then returned in good condition, the replacement bill will be waived and the overdue bill will be reinstated.
21. If the equipment is returned damaged, the member will be charged the full replacement value for the equipment and packaging.
Interlibrary Loans (ILLs)
22. Materials not available at the Cochrane Public Library may be requested through Interlibrary loan (ILL), which is available to all current members in good standing. There is no charge for this service unless specified by the lending library.
23. The following materials cannot be requested through ILL: reference material, local history, microfilm, and microfiche. Only select libraries lend DVDs, audiobooks, and new materials.
24. The Cochrane Public Library does not lend the following materials: items newer than a year, reference materials, DVDs, video games, local history, archives, or non-traditional materials.
Outreach delivery
25. Outreach service is available within the urban limits of Cochrane. Material is delivered to and picked up from members who are otherwise unable to access library services, subject to volunteer availability.
Overdue materials
26. With the exception of equipment, the library does not issue fines for overdue materials.
27. Notices of overdue materials are sent automatically by email, should an address be on file. Staff will also make telephone calls to advise members of overdue materials, where possible.
28. If, after two notifications of overdue materials are made, materials are still not renewed or returned, the materials will be presumed lost, and a notice will be mailed to the member.
Lost or damaged materials
29. A member who loses or damages library materials is required to pay for the cost of replacing that material. Charges for lost or damaged materials will be assessed by the CEO or the Assistant to the CEO and will be based on the replacement cost of the material.
30. Once a member has accrued $10 in charges for lost or damaged materials ($5 for a child), a suspension will automatically be put on their card. Upon full resolution of the charged – be it by payment in full or by return of the materials in good condition – the suspension will be removed from the member’s account.
Collection policy
Effective date: May 21, 2025
Revised date:
Review schedule: Four years
Next review date: Spring 2029
This policy outlines how materials are selected, maintained, and removed from the Cochrane Public Library’s collection to support the community’s informational, educational, and cultural needs.
It ensures the collection remains current, balanced, and inclusive and reflects the library’s commitment to intellectual freedom and public service.
Collection information
Goals
The Cochrane Public Library will provide diverse collections of materials to inspire the community to connect, explore, grow, and play. Our collection will:
- Meet the informational needs of all members of the community by providing access to a wide breadth of expressions of knowledge, creativity, and intellectual activity.
- Promote the communication of ideas, enlightened citizenship, and enriched personal lives.
- Support enjoyment of and participation in recreation, leisure, and culture.
- Provide access to information of local interest and materials relevant to Canadian society and culture.
Size
The size of the collection is managed to ensure adequate space for public and staff circulation and activities. The library will seek Interlibrary Loan (ILL) materials to supplement the collection, where necessary.
Scope
The Cochrane Public Library provides materials with a broad range of authors, content, and experiences. The collection consists of fiction and non-fiction books, periodicals, audio and video materials, equipment, and other materials, with an emphasis on materials that:
- Record and communicate historical, scientific, social, and cultural knowledge.
- Are of current significance and interest.
- Stimulate imagination, creativity, and curiosity.
- Increase the individual’s ability to function as a productive member of society.
- Enhance the individual’s enjoyment of life.
- Are about Canada and/or created by Canadians.
- Are by local authors and/or related to the history of Cochrane.
Additionally, the collection will, to the best of the library’s ability:
- Represent all perspectives on a wide range of topics.
- Reflect appropriate timeliness, demand, quality, and authority.
- Comprise a variety of formats for users of all abilities, ages, and levels of comprehension.
- Be in both official languages, proportionate to annual usage statistics.
The collection will not:
- Be selected based on anticipated or actual approval or disapproval by any individual or group in the community.
- Be proscribed or removed from library shelves because of doctrinal or partisan disapproval.
- Be comprised of textbooks or materials needed for formal institutions of learning, unless hey provide the best coverage of a subject and are also useful to the general public.
- Contain materials which obviously foster religious or racial intolerance.
- Contain materials that are banned under Canadian law.
Acquisition
Selection
All acquisitions will be considered in terms of the following criteria:
- High standard of quality, content, expression, and format
- Suitability of subject and style for intended users
- Reputation and authority of the author and publisher
- Comments of reviewers, critics, and publishers
- Strengths and weaknesses of the existing collection
- Demand in the community for a certain subject or title
- Suitability and quality of physical form, layout, and construction
- Timeliness and accuracy of the information contained therein
- Purchase price and other budgetary considerations
- Requested or suggested by library patrons
Source
In choosing sources of materials for the collection, preference will be given to suppliers who are Canadian, provide cataloguing and processing services, offer the best discounts, and provide the fastest, most efficient, and most cost-effective service.
Budgeting
In planning and expending the annual material budget, balanced consideration will be given to materials to keep the collection up-to-date and materials to build the collection in those area in which it is lacking.
Donations
The library accepts donated materials that meet the same criteria as outlined above. Donations are evaluated on an individual basis. Donated items become property of the Cochrane Public Library and will be used in the best interests of the organization.
Due to the complex nature of used book valuation, tax receipts are not issued for donated books.
Withdrawal
Weeding
In order to maintain the high standard of the collection, materials shall be withdrawn from the collection on a regular and systemic basic, for the following reasons:
- To remove materials which are no longer useful for the mission, vision, and values of the library
- To remove materials whose contents are out-of-date, and therefore potentially misleading
- To remove materials which are no longer of interest to the community
- To remove damaged materials
- To make room for new materials
Membership policy
Effective date: May 21, 2025
Revised date:
Review schedule: Four years
Next review date: Spring 2029
This policy defines who is eligible for library membership and outlines the types, terms, and conditions of membership. It ensures fair and equitable access to library services for residents, non-residents, educators, and children.
Regular memberships
Eligibility
- All Cochrane residents are entitled to a regular membership at the Cochrane Public Library. People and their families who reside outside the geographic area of the municipality but who own property, work, or attend an educational institute within the municipality are considered residents.
- For the purposes of eligibility, Cochrane is defined as any incorporated part of the Corporation of the Town of Cochrane as well as any unorganized townships of Fournier, Brower, Blount, Hanna, Clute, Leitch, Kennedy, and west to Driftwood.
- When applying for regular membership, a resident of the municipality must provide verification of address and identity by presenting a document or combination of documents that bears their name, photo, and current address or other criteria outlined above.
Regular membership types
4. There are four types of regular memberships:
- Adult: resident aged 16 to 59
- Senior: resident aged 60 or more
- Outreach: resident who has a barrier to attend the library
- Child: person under the age of 16.
A parent or guardian must apply for a library card on their behalf and accept responsibility for fines and lost or damaged items
5. Regular memberships must be renewed two years after the date of last issue for the member to continue to be in good standing.
Classroom memberships
6. Classroom memberships are available to any teacher or educator employed by a local school. These cards allow them to borrow materials for their classroom.
7. The school’s principal or administrator must approve the classroom membership application and accept responsibility for fines and lost or damaged items.
8. Classroom memberships are valid September through June in conjunction with the academic year and cannot be renewed. Teachers must reapply the following school year.
Non-resident memberships
9. Any person who does not meet the eligibility criteria outlined above can become a member of the Cochrane Public Library.
10. Non-resident fees will be charged as follows: $10 for 3 months, $20 for 6 months, $30 for 12 months. Non-resident memberships can be renewed at the time of expiry. Additional fees will be charged.
11. While the non-resident membership is valid, it holds the same benefits as a regular membership.
Terms
12. When registering for a card, the cardholder agrees to follow all rules and regulations of the Cochrane Public Library, including those set out in the Patron Code of Conduct.
13. While in good standing, all membership types allow full access to circulating materials and e-resources without charge.
14. All outstanding fines and charges must be paid in full to renew a membership card.
15. A lost or damaged card will be replaced for a fee of $1.
16. The library’s membership records are governed by the Freedom of Information and Protection of Privacy Act (FIPPA).
