Service Fees Policy

Policy Purpose

Hamilton Public Library (HPL) charges fees in accordance with the Public Libraries Act, R.S.O. 1990, c.P.44. In doing so, HPL strives to balance its priority for equitable access with financial accountability. The purpose of this policy is to ensure Library Staff and the public are aware of the types of fees charged, how they are calculated, the approval process and where they can be accessed.

Key Points Summary

  • The Chief Librarian/CEO has the authority to approve revisions to all fees for reasons such as the addition of new services, changes in costs incurred by HPL to provide paid services or for any other reason that is deemed necessary. All fees are charged in compliance with the Public Libraries Act, R.S.O. 1990, c.P.44.
  • Fees are posted on the website and include the date of the last revision.
  • Fees are reviewed on a yearly basis as part of the budget process and are submitted to the Library Board for approval during that process.
  • Fees are levied on a cost recovery basis and include the following main categories:
    • Non-resident fees. 
    • Damaged or lost materials and equipment including for reasons such as abuse of service.
    • Fees related to Interlibrary Loan service, including pre-established shipping costs, overdue costs and replacement costs of lost material.
    • Printing, photocopying and Makerspace fees. 
    • Local History & Archives image reproduction fees. 
    • Program room and space rental fees including additional fees re;ated to those services.
    • Fee-based ticketed events.
  • Borrowing privileges for physical materials are suspended once a designated number of overdue materials have not been returned to the library. Please see the Borrowing Policy.
  • Service fees can be accessed online.

Definitions

Commercial Use applies to images that are intended for resale or reproduction in advertising, items for resale or other revenue generating enterprises. Examples include, but are not limited to: merchandise, books for sale (including textbooks and academic publications), periodicals and journals with paid subscriptions, commercial websites, etc. Purchase of images for commercial use provides non-exclusive, one-time use for one year. Hamilton Public Library and its designates retain the right to solely determine if the intended use is non-commercial or commercial

Digital Equipment refers to technology devices and accessories available for loan or use at a Makerspace, Library collections or at any Library location.

Fees are charges related to service fees, room rentals, or recovery costs for damaged or lost materials and equipment.

Library Materials are items that can be borrowed from the Library, such as books, DVDs, magazines or video games. Library Materials can also include non-traditional Items (i.e. kits, passes, devices, etc.) or items acquired through the Interlibrary Loan service

Services are resources or programs that the Library offers, such as printing and Local History and Archives image reproduction.

Makerspace refers to a range of digital creative services such as 3D printing, and digitization including sound and photo studios that are available at many Library locations.

Non-Commercial Use applies to images intended for artistic, educational, and/or personal projects that will not be marketed or sold for monetary compensation. Examples include, but are not limited to: presentations, personal research, websites/blogs (personal, civic and/or non-profit), remix projects, academic research papers (theses/dissertations), newscasts, newsletters, brochures, etc. Hamilton Public Library and its designates retain the right to solely determine if the intended use is non-commercial or commercial.

Policy Details

Types of fees charged:

Hamilton Public Library charges fees in accordance with the Public Libraries Act, R.S.O. 1990, c.P.44. Fees are levied on a cost recovery basis and are regularly updated to reflect changes in costs and types of services offered.

Fees are charged for the following main categories:

  • Non-resident fees.
  • Damaged or lost materials and equipment including for reasons such as abuse of service.
  • Fees related to Interlibrary Loan service, including pre-established shipping costs, overdue costs and replacement costs of lost material.
  • Printing, photocopying and Makerspace fees.
  • Local History and Archives image reproduction fees.
  • Program room and space rental fees including additional fees related to those services.
  • Fee-based ticketed events with community partners: Occasionally HPL hosts fee-based ticketed events with partners. Ticket prices are determined based on affordability and accessibility, in agreement with the programing partner.

Authority to change fees:
The Cheif Librarian/CEO has the authority to approve revisions to all fees for reasons such as the addition of new services, changes in costs incurred by HPL to provide paid services or for any other reason that is deemed necessary. Fees are reviewed on a yearly basis as part of the budget process and are submitted to the Library Board for approval during that process.

Posting of fees: 
Fees are posted on the website at Service Fees | HPL. 

How to pay fees: 
Members can pay fees online or at a service desk at any location.

Service Fees

Cards and other Service Fees  

  • Non-resident Card - Annual – in 2020 - $60; 2021 - $80; 2022 - $100 
  • Hamilton Public Library does not charge fines on overdue materials borrowed from its collections. However, interlibrary loan materials borrowed from other libraries outside of the Hamilton Public Library will incur fines charged by the loaning library. 
  • Interlibrary Loan - $25 

Printing and Photocopying Fees 

  • Black & white - $0.10 per page  
  • Colour - $0.25 per page 
  • The first five pages of B&W or two coloured page of print or photocopy are free with the library card. The number of free print/photocopy pages are reset daily and cannot be accumulated. 

Note: Number of free prints or photocopies may be temporarily increased due to special circumstances such as the pandemic.  

Makerspace Service Fees 

Printing 

  • 3D Printing - $0.10 per gram for filament - $0.30 per gram of resin 
  • Large Format Printing 36 inch wide – cost of ink per ml + cost of material per foot 
  • $0.75 per ml of ink 
  • $2 per linear foot for Matte paper  
  • $2.0 per linear foot for premium and photo paper  

Vinyl Cutting  

  • Vinyl Cutting - $1 per foot for vinyl 
  • Vinyl Printing & Cutting – cost of ink per ml + cost of material per foot 
  • $0.75 per ml of ink 
  • $2.00 per foot for standard vinyl 
  • $3.00 per foot for premium vinyl 

Cricut  

  • $1.00 per sheet of vinyl 
  • $0.50 per sheet of cardstock 

Textiles 

Embroidery 

  • $2 per 10,000 stitches ($2 minimum) – thread 
  • $0.50 per foot (1-foot minimum)– backing material 
  • Sewing – Standard sewing $1.5 per 30 min – Serger sewing $3 per 30 min 

Laser Cutting and Engraving 

  • $10 per 12x19 in board - $5 per 12x9 in board  

Lamination  

  • $1 per sheet (letter size) 

Members are required to use Library-supplied materials for print and Makerspace services, to reduce damage to equipment. Exceptions are allowed for some items i.e., fabric for embroidery and vinyl/veneer and paper for Cricut. 

New makerspace and digital services are added from time to time. Fees for new additions will be consistent with other rates in this policy, where possible, and must cover Library costs. 

Local History and Archives Service Fees 

Image Reproduction  

  • Non-Commercial Use - $20/image (300 DPI JPEG); $30/image (600 DPI TIFF) 
  • Commercial Use - $40/image (300 DPI JPEG); $50/image (600 DPI TIFF) 

Additional Fees 

  • New Digital Image - $20 per scanned image 
  • Rush Orders (2 business days) 
  • 1-5 images: $20 per order 
  • 6-20 images: $50 per order 
  • 21+ images: $100 per order 
  • Shipping Fees within Canada - $5 per order 
  • Shipping Fees international - $15 per order 

Lost or Damaged Materials/Equipment Fees  

Members are responsible for paying fees to cover the cost of loss or damage of: 

  • makerspace equipment or other digital devices that are borrowed for use inside or outside a library location. 
  • Interlibrary Loans at the full rate assigned by the lending institution at the time the item is determined lost or missing. 

The Library does not accept substitutes for lost or damaged material in lieu of fees for lost costs. 

Makerspace and other Digital Equipment 

  • Auxiliary items: Cables, Drumsticks, Microphone stands/SD Card - $25 
  • Tripod, Video Camera/Elgato, etc. - $90 
  • Speakers, BluRay Burner, USB Microphone, etc. - $130 
  • Wacom tablet/Scanner, etc. - $225 
  • Camera, GoPro, Drum Kit, Keyboard, Guitars, Cricut - $500 
  • Devices with data plans - $200 
  • Kiosk iPads - $500 
  • Kiosk Laptops - $1100 

Fees for loss or damage of newer equipment that is added to the Makerspace from time to time will be consistent with other rates in this policy, where possible, and must cover the cost of repair or replacement of the items. 

Approval Date

October 2024