Southern Ontario Library Service

Southern Ontario DVD Pool

Terms of Membership  (as of February 2005)

1. PURPOSE
   
   The purpose of this Pool is to give member libraries the opportunity to provide or supplement a DVD collection to service to their communities. The collection is intended to extend the information, education and recreation resources of member libraries through the DVD medium. The cooperative pool approach to selection, organization and distribution is to expand the selection and quantity of DVD materials in pool member libraries.
   
   
2. MEMBERSHIP
    
   1. Membership in this Pool is open to all libraries willing to contribute an annual membership fee. The membership year is January 1 to December 31. Members wishing to join the Pool for the next calendar year should declare themselves by November 1st.
   2. Each member of the Southern Ontario DVD Pool agrees to:
      • Pay an annual fee
      • Abide by the policies set by the pool
      • Accept full responsibility for all pool DVDs housed in their library
      • Maintain the DVD block(s) housed in their library
   3. A member may withdraw from the Southern Ontario DVD Pool by submitting written notice to the SOLS Pool Administrator by October 31st.
   4. Membership fee is for access only. Withdrawal from the Pool does not entitle library to retain ownership of DVD block. However, in the event that the Southern Ontario DVD Pool is dissolved, all assets of the Pool will be distributed equitably among existing members.
       
3. GOVERNANCE
   
   All decisions relating to the Southern Ontario DVD Pool will be made by the members. The business of the pool will be conducted in an electron format. The SOLS Pool Administrator will send out new business via e-mail and the libraries can respond whether they agree or not. Any decisions made will be based on a consensus from all responding libraries.
    
4. FEES
    
   1. The membership year is January 1 to December 31.
   2. In the first year of membership, the pool members would be expected to contribute and annual membership fee of $250.00 (+ GST) payable upon receipt of the SOLS invoice sent to participating libraries sometime after April 1st in the membership year.
   3. The aim will be to have an initial collection of 10 to 15 DVDs per block, with growth of the block size to 50 titles.
   4. SOLS charges an Administration Fee of $50.00 (+ GST) per Board.
       
5. SELECTION
   
   All Pool material will be selected by the Management Team in accordance with the ‘still to be developed’ Southern Ontario DVD Pool Collection Development Policy.
    
6. PROCESSING
   
   Member libraries will adhere to Pool processing procedures.
    
7. CIRCULATION PROCEDURES
    
   1. DVDs will be loaned to the public in accordance with the circulation policies and practices of the library that houses the block.
   2. The Public Libraries Act, Revised Statutes of Ontario, 1990, Chapter P.44, Section 23 (2) (a) prohibits charging any fees for the use of prescribed materials through Regulation 976 of the Act.
       

8. DAMAGED AND LOST ITEMS
    

   1. At the 2005 AGM, the DVD pool members voted to set aside $300 from the annual pool membership fees to maintain a Damaged DVD Replacement Fund.  If a DVD is damaged, send the Pool Administrator a copy of the block list indicating which title has been removed and the reason so SOLS can update the master list of Southern Ontario DVD Pool holdings.  If you replace the damaged item with a similar DVD, indicate the new title details.   Otherwise SOLS will deduct the replacement value from the Damaged DVD Replacement Fund. 
       

   2. If a DVD is lost while it is held by a member library, it is the responsibility of the holding library to replace the lost title.  Send a copy of the block list to the SOLS Pool Administrator, indicating what title has been lost.   If you replace it with a similar DVD, provide the new title information.  Otherwise, SOLS will send an invoice to the member library for the replacement value.
       
9. ROTATIONS
    
   1. There will be six (6) rotations per year: January, March, May, July, September and November.
   2. For those libraries not on regular SOLS delivery service, SOLS will provide special stops in January, May and September only, and material must be ready on the date specified on the rotation schedule. Libraries not on SOLS delivery service will be responsible for pick-up and delivery of their block(s) in the other (3) three rotations. If you are sending blocks to a library not on regular delivery, it is your responsibility to have the block(s) ready for the SOLS driver at the time specified on the rotation schedule
   3. Member libraries will ensure that a clean list of titles for each block accompanies the block when it rotates. Any additions/deletions or missing DVDs must be reported to SOLS in order to update the master list.
       
10. SOLS ROLE
    
    The Southern Ontario Library Service will provide organizational support as follows:
    1. Invoice members
    2. Order Pool items
    3. Assign titles to blocks and maintain a master list of pool holdings.
    4. Provide cases and labels
    5. Schedule rotations and deliver Pool items
    6. Provide an annual financial statement
    7. Maintain Pool files