The Library Board is responsible for setting policies for the governance and the operation of Guelph Public Library, in accordance with the Public Libraries Act, R.S.O. 1990, c. P.44, opens a new window. The Library Board delegates responsibility for operational policies to the Library CEO.
The Guelph Public Library is committed to accessibility by providing accessible and equitable access to facilities, programs, and services, removing existing barriers for persons with both visible and non-visible disabilities, and providing information and training to create an environment of inclusion within the Library.
The Archives Management policy outlines the provisions for the management of archival records and items within the Guelph Public Library Archives through the acquisition, processing, preservation, promotion, and use of historical records.
The Borrowing policy defines the different types of library cards we offer and under what terms.
The intent of the Business Continuity policy and procedures is to ensure the Guelph Public Library has clearly defined the expectations of business continuity planning in the event of a serious disruption or emergency.
The Guelph Public Library is committed to providing a safe, welcoming environment where all users and staff are free from harassment, discomfort, or emotional stress. To protect this space, the library prohibits behaviors that are criminal, infringe on others’ rights, or cause damage to its facilities or resources.
The Communications policy ensures that Guelph Public Library’s internal and external communications are accessible, engaging and professional.
The Community Engagement policy ensures that the Guelph Public Library has a consistent, coordinated, and outcomes-centered approach to engaging the community.
The Guelph Public Library is dedicated to safeguarding the city’s historical records and materials in all formats. Through its digital curation efforts, the Library ensures that archival digital objects remain accessible and usable for research, education, and public interest—now and for generations to come.
The Guelph Public Library offers free exhibit space to local artists and groups to showcase creative works. Exhibits are selected based on community relevance, artistic merit, and suitability for public display.
The Distribution of Community Publicity policy outlines the rules governing the acceptable distribution, display, and promotion of community related publicity material at the Library’s physical locations or online on the library website, digital screens, or social media platforms.
The Donor Privacy policy ensures that any business or personal information in the custody or control of Guelph Public Library is protected in keeping with best practices and relevant legislation for all donors and volunteers.
The Filming and Photography on Library Premises policy emphasizes its support for the local film and television industry while ensuring that library operations, privacy, and reputation are protected. It clarifies the conditions under which filming is allowed and distinguishes between permitted productions and exempt news coverage.
View the Filming and Photography on Library Premises policy (PDF)
The Gift Acceptance policy provides the Guelph Public Library staff, Board of Directors, and Campaign Cabinet with guidelines pertaining to gift acceptance.
The Guelph Public Library provides equitable, confidential, and accurate information services to all users, offering various types of reference support while respecting privacy, prioritizing in-person requests, and maintaining professional boundaries.
The Material Selection policy serves to guide staff in the acquisition of library materials, and it also aims to familiarize customers and donors with the principles upon which selection and acquisition decisions are based.
The Partnership policy sets out the requirements for business and community partnerships with the Guelph Public Library.
The Philanthropic Naming, Recognition and Signage policy sets out parameters and guidelines for the naming of Guelph Public Library assets in recognition of financial or in-kind contributions from individuals, organizations, businesses and other donors.
View the Philanthropic Naming, Recognition and Signage policy (PDF)
The Preservation policy provides a framework for preserving the records from businesses, organizations, individuals and the City of Guelph dating from the 19th century to the present day.
The Guelph Public Library is committed to protecting personal information in accordance with privacy legislation, ensuring data is collected lawfully, used responsibly, and disclosed only with consent or as required by law, while maintaining transparency and accountability in all its operations.
The Guelph Public Library recognizes the procurement of goods and services must be undertaken in a way that complies with all applicable legislative requirements and provides the best value for the library while balancing quality, cost, and effective and efficient processes.
The Program Policy outlines the principles and criteria for programs at Guelph Public Library and provides guidelines for staff developing and/or delivering programs. A program is defined as a coordinated activity or event with a specific purpose, such as highlighting collections, services or sharing knowledge and expertise.
The Guelph Public Library recognizes the importance of organizing and retaining business and personal records according to standards that ensure ease of retrieval while maintaining appropriate levels of security and confidentiality.
View the Records and Information Management policy (PDF), opens a new window
The Guelph Public Library offers meeting rooms primarily for library-related programs, with additional availability for community use that aligns with its values of respect, inclusiveness, and intellectual freedom. Rentals must not disrupt library operations or violate legal standards, and do not imply endorsement of the renting group’s views or activities.
The Guelph Public Library endorses the use of social media channels as a communication and community-building tool to address objectives that are consistent with the Library’s mission, vision and values. The Social Media Policy outlines expectations for staff members and the public for participation in social media channels.
Children of all ages are welcome at the Guelph Public Library. While the Guelph Public Library tries to provide a safe environment for all, caregivers are responsible for the supervision of children in their care while the children are on Library premises.
The purpose of the Use of Library Resources During an Election policy is to ensure compliance with the Municipal Elections Act, the Election Finance Act and the Canada Elections Act. As campaign contributions may take the form of money, goods or services, any use of corporate resources for election related purposes, by candidates or Library staff, is not permitted.
View the Use of Library Resources During an Election policy (PDF)
The Guelph Public Library uses video surveillance to enhance safety and security while ensuring compliance with privacy legislation, minimizing intrusion, and maintaining strict controls over access, retention, and disclosure of recorded footage.
The Guelph Public Library provides public internet access as an extension of its information resources, requiring users to respect copyright, privacy, and community standards while using library workstations. Activities that are illegal, disruptive, or harmful to equipment or other users are strictly prohibited, and violations may result in sanctions or legal action.
The Guelph Public Library provides free Wi-Fi to the public and requires users to comply with its acceptable use policy, which prohibits illegal, harmful, or disruptive online activities. Violations may result in termination of access and possible legal action, and users are responsible for their own internet use and security.
Bylaws are the fundamental governing rules of the library board. The purpose of this bylaw is to state the conditions under which bylaws are amended.
The purpose of this bylaw is twofold: to guide the council’s appointment process for board members and to guide the library board’s appointment of its officers. In addition, this bylaw outlines the responsibilities of each of these officers.
View the Compostion of the Board and Terms of Reference for Officers bylaw (PDF)
Board members must meet regularly to ensure the proper governance of the library and to conduct the business of the board. The Meetings of the Board bylaw sets procedures to follow for meetings and ensures compliance with the Public Libraries Act, R.S.O. chapter P.44.
The Library Board bears legal responsibility for the library by ensuring that it operates in accordance with the Public Libraries Act, R.S.O. 1990, chapter P.44. The purpose of this bylaw is to define the legal authority of the board.
View the Statement of Authority, Powers and Duties bylaw (PDF)
Equity, Diversity, and Inclusion are fundamental values of the Guelph Public Library. This statement provides a framework with which to consider how the Library understands Equity, Diversity, and Inclusion, and responds to community needs.
The Guelph Public Library believes that recognition and respect are essential elements of establishing healthy, reciprocal relations and are key to reconciliation. The Guelph Public Library will walk together with our Indigenous allies to learn about one another, to provide a welcoming and safe space for people and gatherings and to support the Indigenous community in matters relating to literacy and library services. The Library will arrange, when possible, for Indigenous cultural learning opportunities for both staff and patrons.
View the Respect and Acknowledgement Declaration policy (PDF)
The Guelph Public Library follows the Statement of Intellectual Freedom as adopted by CFLA-FCAB on August 26, 2016; Reviewed April 12, 2019.
Guelph Public Library Statement of Values.
Guelph Public Library Vision Statement.
Through its non-partisan advocacy work, the Library Board seeks to promote the profile of the Library and enhance its importance to the community. This policy sets out the advocacy responsibilities of the Library Board.
In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, s. 15(2), the Library Board appoints a Chief Executive Officer (CEO) who shall have general supervision over, and direction of, the operations of the Guelph Public Library and its employees. This policy outlines the nature of the Library Board’s relationship with the CEO.
This policy ensures that the Library Board assesses its effectiveness in fulfilling its major responsibilities and achieving strategic goals.
This policy sets out the requirements for board orientation and ongoing training to ensure board members have sufficient knowledge of board governance and issues that are central to the role of the library in the community.
This policy sets out the requirements for recruiting board members and planning for board succession.
The Library Board may use committees to further its work. This policy ensures that the Library Board establishes terms of reference and specific duties for each of these committees, as the need arises.
The Library Board is accountable to the community for the library’s financial affairs. The board must ensure controls are in place to manage finances and see that the Library has adequate resources to deliver service and fulfill its mission. This policy sets out the board’s financial practices.
The Guelph Public Library Board maintains a formal planning process to ensure responsive, efficient, and community-focused library services. This process includes strategic reviews, public reporting, and long-term planning to guide service delivery, resource allocation, and community engagement.
This policy outlines the framework and processes that will be followed for the creation and approval of a new policy and the review of all policies. The goal of this policy is to ensure consistent and effective outcomes in the creation and maintenance of all Guelph Public Library policies.
The purpose of the Library Board is to govern the affairs of the public library in service to the community. This policy sets out the work of the Library Board and the ways in which it achieves its purpose.
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