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S-778 - 08/09/1994 - LIBRARY - Ordinances 94-LY-E1-S- 778 AN ORDINANCE ADOPTING A GENERAL POLICY FOR THE OAR BROOK FREE PUBLIC LIBRARY WHEREAS, the Oak Brook Free Public Library has operated for many years on the basis of a General Information Statement adopted in 1981; and WHEREAS, during the 1980s, the Illinois State Library prepared Avenues to Excellence, a document which helps sets standards for public libraries to achieve high quality collections and service for their patrons; and WHEREAS, one of the chief recommendations contained in the Avenues to Excellence report was that library governing board adopt written policies for the operation of their libraries; and WHEREAS, the attached General Policy has been reviewed and approved by both the Oak Brook Library Commission and the Library Administrator; and WHEREAS, the attached General Policy provides library staff with guidance in standardizing service in a consistent, fair manner; and WHEREAS, it is in the best interests of the Village of Oak Brook that the attached General Policy be adopted. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU -PAGE AND COOK COUNTIES, ILLINOIS as follows: Section 1: That the provisions of the preamble hereinabove set forth are hereby adopted as though fully set forth herein. Section 2: That the Oak Brook Free Public Library General Policy, a copy of which is attached hereto and incorporated herein as Exhibit A, is hereby approved and adopted in its entirety. Section 3: That Village Clerk is hereby authorized and directed to publish this ordinance iji,pamphlet form in the manner provided by law. Section 4: That this ordinance shall be in full force and effect from and after its passage, approval and publication as required by law. ' Section 5: That all ordinances or parts thereof in conflict with the provisions- of this ordinance be and the same are hereby repealed to the extent of such conflict. II 94-LY-E1-S-778 Adopting a General Policy for the Oak Brook Free Public Library Page 2 PASSED THIS 9th day of August 1994. Ayes: Trustees Bartecki, Kenny, Shumate and Skinner Nays: None Absent: Trustees McInerney and Payovich Abstain: None APPROVED THIS 9th day of August 1994. Vi age President ATTEST: V Clerk ` J Approved as to Form: Village Attorney Published 8-10-94 Pamphlet form Date Paper Not Published OAK BROOK FREE PUBLIC LIBRARY GENERAL POLICY I. MISSION STATEMENT The mission of the Oak Brook Free Public Library is to provide a collection of print and nonprint materials and other services which will help users of the Oak Brook Free Public Library obtain information and reading material to meet their personal,educational and recreational needs. Special emphasis is placed on: A. Youth Services--To provide an excellent collection of young people's materials and programs to encourage reading and lifelong learning. B. Business Collection and Reference Services--To develop a collection of high quality, up-to-date information relevant to the businesses and business people in the community and to provide assistance with the use of library materials and services. C. Popular Collection--To provide high demand, high interest materials in a variety of formats for persons of all ages. D. Reference Services--To build and maintain a high quality general reference collection of materials and services which provide timely and accurate information for library users and to employ qualified information professionals to assist with the use of this collection. II. GOVERNANCE The Oak Brook Free Public Library is established and maintained by the Board of Trustees of the Village of Oak Brook under the Village Library Act (75 ILCS 40). The Board of Trustees provides the building and appropriate funding for the provision of library services for the community. The Board of Trustees appoints Library Commissioners according to law (75 ILCS 40/2) and appoints and employs a professional library administrator. The Board of Trustees approves all policies developed by the Library Commission and the Library Administrator. The Library Commission consists of three members appointed by the Board of Trustees for three year terms. The Library Commission is an advisory commission which assists the Library Administrator in developing policies for library operations and services and advocates library needs and services to the Board of Trustees. The Library Commission promotes the Library in the Village of Oak Brook. Commissioners are encouraged to participate in professional organizations and education opportunities for library trustees, with the approval of the Village Manager. The Village Manager, as chief operating executive of the Village,is responsible for the administration and enforcement of all ordinances, policies and directives adopted by the Board of Trustees to facilitate the administration of the Oak Brook Free Public Library. EXHIBIT A The Village Manager is responsible for recommending to the Village Board a candidate for Library Administrator in the event of a vacancy and is the direct supervisor of the Library Administrator. The Library Administrator, under the direction of the Village Manager, plans and administers all library activities consistent with policies and ordinances adopted by the Board of Trustees. The Library Administrator works closely with the Library Commission to fully inform the Board of Trustees of library operations,services and needs. The Library Administrator is responsible for creating and maintaining a library which achieves Illinois State standards as listed in Avenues to Excellence II. Ill. USE OF THE LIBRARY A. Oak Brook Free Public Library is available for use by the general public during its regularly scheduled open hours. Library hours are determined by the Village of Oak Brook Board of Trustees. B. Holders of valid Oak Brook Free Public Library cards are granted borrowing privileges, program participation and the use of all services offered by the library. The Oak Brook Free Public Library supports the Reciprocal Borrowing Agreement in Illinois and grants borrowing privileges to holders of valid library cards from other Illinois public libraries supporting the Reciprocal Borrowing Agreement. C. Children under the age of six (6) must be supervised by a caretaking adult at all times. IV. LIBRARY CARDS Oak Brook Free Public Library issues cards free of charge to: A. Anyone residing within the village limits of Oak Brook. This does not include persons who have an Oak Brook address living in unincorporated areas. Identification with proof of residency is required at the time of application for a Library card. Post office boxes are not acceptable without other proof of residency. Parent/Guardian signatures are required on applications for cards for children under the age of eighteen (18). B. Full-time and regular part-time employees of the Village of Oak Brook as long as they are in the employ of the Village of Oak Brook. These cards carry full borrowing privileges at Oak Brook Free Public Library and reciprocal borrowing privileges at cooperating intersystem and intrasystem libraries and are valid for three (3) years. Proof of address or village employment is required for renewal of library cards. C. Local library service shall be provided free of charge to any individual nonresident owning taxable property within Oak Brook. This privilege shall be extended to only one person (the first applicant)for each parcel of taxable property. Identification and proof of ownership is required at the time of application for a library card. 1. These cards carry full borrowing privileges at Oak Brook Free Public Library. They are local use cards only and do not carry reciprocal borrowing privileges. These cards are valid for one (1) year. Proof of ownership is required for renewal of the library card. 2. Nonresident owners of taxable property currently holding a reciprocal borrower's card from another library will not be issued an Oak Brook library card. The reciprocal borrower's card will be entered into the Oak Brook Free Public Library patron database with a notation that full local borrowing privileges shall be granted. D. In addition, Oak Brook Free Public Library makes courtesy cards available at no cost to local businesses and nonprofit organizations under the following conditions: 1. The business or nonprofit organization must have an office located within the incorporated limits of the village of Oak Brook and may not be a post office box only. 2. Application must be made in person and include a letter on business letterhead which names a maximum of three persons as authorized borrowers and a statement that the business or organization takes responsibility for all materials borrowed on the library card and understands the borrowing limitations of the card. The letter must be signed by the highest ranking officer in the Oak Brook office of the business or organization. 3. The library card may be used for business or professionally related materials only. 4. The library card is issued in the name of the business and remains on file at the Library. Persons requesting to borrow materials on the card must show identification each time they use the card. 5. Borrowing privileges include Oak Brook Library materials and interlibrary and direct loans subject to the limitations listed above. These cards are local use only and do not carry reciprocal borrowing privileges. Courtesy cards are valid for one (1) year. A new letter must be filed upon renewal of the courtesy card. E. Persons residing in areas unserved by a public library may purchase an Oak Brook Free Public Library nonresident card. The fee for this card is determined by the Village of Oak Brook Board of Trustees. This card is valid for one (1) year and may be used at the Oak Brook Free Public Library only. The DuPage Library System provides a card for those who wish to participate in the Reciprocal Borrowing Program which enables one to use all public libraries in the DuPage Library System and all Illinois libraries supporting the Reciprocal Borrowing Agreement. Fees and regulations regarding this card are determined by the DuPage Library System. i V. SERVICES OF THE LIBRARY The Oak Brook Free Public Library offers its patrons the use of all books, audio/visual materials and magazines owned by the library. In addition to its own holdings, the library offers holders of valid Oak Brook Free Public Library cards: A. Interlibrary and direct loan of books and magazine articles. Upon patron request for materials not owned by Oak Brook Free Public Library, every attempt will be made to obtain that material from another library. If the material is new, or if it is reference material, it may not be possible to obtain for the patron. The patron will be informed of this and referred to a library where this material may be available, if possible. B. Use of professional reference service. Reference questions which cannot be answered by Oak Brook Free Public Library professional staff will be referred to the Suburban Library System Reference Service with whom the DuPage Library System contracts services. C. Telephone renewal of materials is available according to procedures established by the Oak Brook Free Public Library. D. Homebound patron service is available according to procedures established by the Oak Brook Free Public Library. E. DuPage Library System qualified reciprocal borrowing patrons have the same borrowing privileges as Oak Brook Free Public Library patrons. VI. LIBRARY MATERIALS A. Selection of Materials Oak Brook Free Public Library acquires materials which meet high standards of quality in content, expression and format as set forth in the Oak Brook Free Public Library Collection Development Policy. B. Loan of Materials A maximum of four books may be borrowed on one subject by one patron. A patron may check out no more than a total of five periodicals(magazines and newspapers)on anyone library visit. The library reserves the right to limit quantity or waive limits. C. Loan Periods All materials have a two week loan period. One two week renewal is available on renewable materials. Materials on reserve for another patron, magazines and newspapers are not renewable. Materials borrowed through interlibrary or direct loan,through SLS Reference Service or the DuPage Library System are subject to the restrictions placed by the lender. D. Fines and Fees i i Patrons will be charged overdue fines at the rate of ten cents per day per item for materials not returned by the date due. The maximum fine charged for materials is per item is: Adult books $10.00 Children's books 5.00 Fiction paperbacks 5.00 Magazines 5.00 Vertical file items 2.00 Audiocassettes 10.00 Compact discs 10.00 Patrons are charged for the replacement cost of any unreturned materials in addition to any overdue fines and a $5.00 processing fee. A minimum of$1.00 will be charged for any damage to library materials. Books that are damaged beyond repair must be replaced. "Damaged beyond repair: includes but is not limited to: water damaged, chewed, burned, having substantial stains or markings or numerous ripped pages. If lost material is found and returned within three months, the library will refund the cost of the item, provided it is in good condition, less the $5.00 processing fee. Lost library cards are replaced upon payment of a $2.00 processing fee. E. Overdue Notices Notices are generated by the DuPage Library System for overdue materials. The first notice is generated when material is eight (8) days overdue. A second notice which is a billing notice is generated when material is four weeks overdue. A third notice, a collection notice, is generated when material is eight weeks overdue. Oak Brook Free Public Library checks all notices upon receipt to determine if the material has been returned. Upon verification that the material is still checked out and not on the shelf, notices are mailed to borrowers. The library card of a borrower who is sent a billing notice is invalidated until the overdue materials problem is resolved. F. Returned Checks Any library user whose check is returned for any reason will be charged a $20.00 fee in addition to the amount of the check. VII. PATRON RESPONSIBILITIES A. Library users must show the library card at the time of each borrowing transaction. Library cards issued to an individual may be used only by that individual. Cards are not transferable. A library card holder is responsible for all materials borrowed on his or her card. Parents/Guardians are required to take responsibility for lost, damaged or overdue materials borrowed by their children under the age of eighteen (18). B. Lost cards should be reported to the library as soon as possible. Patrons are not held responsible for items borrowed on a card after the card has been reported lost. C. Patrons are to behave in a manner suitable to a public library taking into consideration the fact that people come to the library for reading and quiet study. The safety and comfort of all people in the library is the primary concern. Any activity which jeopardizes this is cause for expulsion from the library. D. Patrons are expected to respect all library property and to use all furnishings, equipment and collections with care. E. No eating, drinking or smoking is allowed in the library. Proper attire which includes shoes and shirt is required at all times. F. The copier will be turned off and all special services such as taking library card applications, registering voters and telephone renewal of materials will cease fifteen minutes prior to closing. Patrons will be informed of closing fifteen minutes before closing time and should make every effort to check out materials at that time. G. Children under the age of six (6) must be directly supervised by an adult caretaker at all times. (See the Policy on Unattended Children in the Library.) H. Patrons are responsible for their personal property in the library. Oak Brook Free Public Library takes no responsibility for personal property lost or stolen on the premises. VIII. INCIDENT REPORT A. Accident or Injury Reports Oak Brook Free Public Library, as a department of the Village of Oak Brook, is a member of the Intergovernmental Risk Management Agency(IRMA). IRMA accident, injury, property damage, vehicle accident and worker's compensation (ILL. Form 45) reporting forms are completed whenever an accident, injury, or property damage incident occurs to a patron or employee of the library or to the equipment or property of the library itself. These forms are available in the Finance Department and should be filled out by Supervisors and/or Department Heads with the assistance of the Assistant to the Village Manager. B. Discipline Reports A library incident report form is used for disciplinary incidents. A disruptive patron who fails to respond to two staff requests for appropriate library behavior during the same library visit will be written up in an incident report and the patron will be asked to leave the library for the remainder of the day. If the patron refuses or becomes abusive, library personnel will call the police. Disciplinary incident reports will be filed in the Library Administrator's office. I IX. GIFTS A. The Library Administrator reserves the right to accept or decline gifts of equipment or materials. Responsibility for appraisals and evaluations of donated equipment or materials belongs to the donor. The Oak Brook Free Public Library will supply only an acknowledgment that a gift was accepted. Once accepted, gift equipment or materials become the sole property of the Library. The addition or disposition of gift equipment or materials shall be made according to the criteria set forth in the Collection Development Policy and this General Policy. Obsolete personal property shall be disposed of pursuant to state statute. B. The Library Administrator reserves the right to accept or decline monetary gifts not exceeding$2,500. Monetary gifts in excess of$2,500 shall be reviewed and approved by the Village President and Board of Trustees. X. DISPLAYS, EXHIBITS, POSTINGS AND FREE MATERIALS A. Oak Brook Free Public Library is interested in promoting public interest in art, crafts, hobbies and other special interests through displays and exhibits at the library and will take all reasonable measures to avoid damage to or loss of them. However, Oak Brook Free Public Library assumes no financial responsibility for loss or damage to any display or exhibit. Exhibits in the display case are coordinated through the Oak Brook Library Association. Displayers must carry their own insurance if they so desire. The Oak Brook Free Public Library does not carry insurance to cover displays or exhibits arranged with the public. B. All postings and free materials available for distribution must be approved by the Library Administrator before being displayed. Materials approved for posting or distribution shall be educational or cultural in nature or oriented to social services. Postings or materials of a commercial nature will not be displayed. Although some educational, cultural and social services carry fees, these are not considered commercial in nature. Postings and free materials will be available for a maximum of eight weeks to give many functions the opportunity to use library display space. XI. PROVISION FOR REVIEW OF THIS POLICY This policy is the basis for the operation and services offered by the Oak Brook Free Public Library. It will be reviewed and/or revised biennially by the Library Administrator in consultation with the Library Commission. This policy and all subsequent revisions are subject to the approval of the Village of Oak Brook Board of Trustees.