Southern Ontario Library Service

Rideau Video Pool

Terms of Membership (as of May 2005)

1. PURPOSE
    
   1. To give member libraries the opportunity to provide or supplement a video service to their communities.
   2. The collection is intended to extend the information, education and recreation resources of member libraries through the videocassette medium. The cooperative pool approach to selection, organization and distribution is to expand the selection and quantity of video materials in pool member libraries.
      
      
2. MEMBERSHIP
    
   1. Membership is open to all libraries willing to contribute an annual membership fee. New members must declare themselves by July 1st.
   2. All decisions relating to the Rideau Video Pool will be made by the members.
   3. Each member of the Rideau Video Pool agrees to:
      • Pay an annual fee
      • Abide by the policies set by the pool
      • Be responsible for and maintain the video block(s) housed in their library
   4. A member may withdraw or join the Rideau Video Pool by submitting written notice to the annual meeting.
   5. Membership fee is for access only. Withdrawal from the Pool does not entitle library to retain ownership of video block.
   6. In the event that the Rideau Video Pool is dissolved; all assets of the Pool will be distributed equitably among existing members.
      
      
3. GOVERNANCE
   
   A Management Team comprising of at least two and up to three people will be selected by consensus of the members for a term of two years. The members of the Management Team will assume responsibility for selecting material for the pool.
   
   
4. FEES
    
   1. The membership year is January 1 to December 31.
   2. The $100.00 (+ GST) per block annual membership fee is due and payable upon receipt of the SOLS invoice. A block consists of 55 videos.
   3. SOLS charges an Administration Fee of $50.00 (+ GST) per Board.
   4. Each member of the Management Team or its representative library will receive an honorarium of $50.00 each.
      
      
5. MEETINGS
   
   The business of the pool will be conducted in an electronic format. The SOLS Pool Administrator will send out new business via e-mail and the libraries will respond whether they agree or not. Any decision made will be based on a consensus from all responding libraries.
   
   
6. SELECTION
    
   1. All Pool material will be selected by the Management Team in accordance with the Rideau Video Pool Collection Development Policy.
   2. All videos will be purchased in VHS format.
      
      
7. PROCESSING
   
   Member libraries will adhere to Pool processing procedures.
   
   
8. WEEDING
    
   1. From time to time, materials should be weeded from the blocks to bring the block number down to 55 titles or to remove damaged or worn items. When an item has been weeded, please inform the Pools Administrator so that the master database can be changed. At that point, a new block list will be issued.
   2. The member library can retain the weeded video in their collection or discard it. If a library wishes to retain the video in their own collection, all pool labels must be removed. If the video is damaged, the library can dispose of it directly. There is no need to send damaged videos to SOLS.
      
      
9. CIRCULATION PROCEDURES
    
   1. Videos 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. Videocassettes are included in the prescribed materials listed in regulation 976 of the Act.
      
      
10. ROTATIONS
     
    1. There will be six (6) rotations per year: February, April, June, August, October and December.
       There is a master rotation timetable on the SOLS Web site that shows the timeframe for delivery. Please use the posted rotation schedule on the Web site to determine the exact pick-up date and destination for your block. Material must be ready for pick-up on the date specified on the rotation schedule.
    2. For those libraries NOT on regular SOLS delivery service, SOLS will provide special stops in February, June and October.  The cost of the 3 additional special stops for libraries not on regular SOLS delivery service for the April, August and December rotations will be paid for by Pool funds.  This was adopted by a majority vote of the pool members at the 2005 AGM.
    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 videos must be reported to SOLS in order to update the master list.
    4. If there are overdue titles that will be shipped at a later date, this must be indicated in pencil on the master list. Make sure you keep the receiving library informed of the status of these missing titles. Do not send overdue titles to the SOLS Office; please send the items directly to the library now holding the block. Please ensure you are sending both the display case and the video case. Three (3) weeks after the rotation, if the videos are still missing, it is your responsibility to inform the receiving library and SOLS. You will be invoiced for the replacement cost.
       
       
11. SOLS ROLE
    
    Southern Ontario Library Service will provide organizational support as follows:
    1. invoice members
    2. order Pool items
    3. assign to blocks
    4. provide cases and labels
    5. schedule rotations
    6. deliver Pool items
    7. provide an annual financial statement
    8. maintain Pool files
    9. maintain a master list of Rideau Video Pool holdings
    10. update block list