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S-907 - 07/28/1998 - LIBRARY - Ordinances ORDINANCE 98-LY-EXI-S-907 AN ORDINANCE ADOPTING A REVISION OF THE GENERAL POLICY FOR THE OAK BROOK FREE PUBLIC LIBRARY WHEREAS, the Village Board of the Village of Oak Brook passed Ordinance 94-LY-E1-S-778 entitled, "An Ordinance Adopting a General Policy for the Oak Brook Free Public Library"on August 9, 1994; and WHEREAS, the General Policy adopted in 1994 requires the Library Director and Library Commission to review that policy biennially which was revisited on August 13, 1996 and codified as Ordinance S-856; and WHEREAS, Avenues to Excellence, a document prepared by the Illinois State Library and used in establishing standards set forth in the Village's General Policy, has been superseded by Serving Our Public, a document adopted by the Illinois Library Association in November, 1995, and effective August 1, 1996; and WHEREAS, one of the chief recommendations contained in Serving Our Public is that library governing boards adopt and periodically review their written policies for the operation of their libraries; and WHEREAS, the Oak Brook Library Commission and Library Director have revised the General Policy adopted in 1994 to conform with the suggested policies set forth in Serving Our Public; and WHEREAS, the attached General Policy as revised has been approved by both the Oak Brook Library Commission and the Library Director; and WHEREAS, the attached General Policy as revised 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 Revision of the 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 Revision of the 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 in 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. Ordinance 98-LY-E1-S-907 Adopting a Revision to the General Policy for the Oak Brook Free Public Library, Page 2 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. Section 6: That the attached Revision to the General Policy supersedes the General Policy adopted by this Board on August 13, 1996. PASSED THIS 28th day of July, 1998. Ayes: Trustees Caleel, Kenny, McInerney, Savino and Shumate Nays: None Absent: Trustee Bartecki Abstain: None APPROVED THIS 28th day of July, 1998. Village President ATTEST.r f ' t �-Village. ler ; Approved as to Form: Village Attorney Published 7/29/98 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 professional, responsive service through qualified staff, a collection of print and nonprint materials, and electronic resources which will help users of the Library obtain information and reading material to meet their personal, educational and recreational needs. 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 known as the Library Director. The Board of Trustees approves all policies developed by the Library Commission and the Library Director. 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 Director 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. 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. The Village Manager is responsible for recommending to the Village Board a candidate for Library Director in the event of a vacancy and is the direct supervisor of the Library Director. The Library Director plans and administers all library activities consistent with policies and ordinances adopted by the Board of Trustees. The Library Director works closely with the Library Commission to fully inform the Board of Trustees of library operations, services and needs. The Library Director is responsible for creating and maintaining a library which achieves Illinois State standards as set forth in Serving Our Public: Standards for Illinois Public Libraries. III. USE OF THE LIBRARY A. Oak Brook 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 Library cards are granted borrowing privileges, program participation and the use of all services offered by the library. The 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. D. Children, age six (6) through ten (10) may not be left unattended at the Library for more than one hour. Children, age eleven (11) through fourteen (14) may not be left unattended at the Library for more than three hours. IV. LIBRARY CARDS Oak Brook 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 as proof of residency. Parent/Guardian signatures are required on applications for cards for children under the age of eighteen (18). The parent/guardian must sign the registration card in person at the Library. Residents holding valid Oak Brook Library cards have access to all materials and services within the Library. They also receive reciprocal borrowing privileges at cooperating intersystem and intrasystem libraries, subject to Library and DuPage Library System procedures. Resident cards are valid for three (3) years. Proof of residency is required for renewal of library cards. B. Full-time and regular part-time employees of the Village of Oak Brook who are not served by another public library as long as they are in the employ of the Village of Oak Brook. Family members residing permanently at the employee's address may register for cards, also. These cards carry resident card privileges at the Library, reciprocal borrowing privileges at cooperating intersystem and intrasystem libraries and are valid for one (1) year. Proof of address and village employment are required for renewal of library cards. Employees served by another library use their home library, but are given resident privileges. Their families receive regular reciprocal borrowing privileges (see section V-D). 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. 2 1. These cards carry resident borrowing and service privileges at the Library with the exception that 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 Library's patron database with a notation that local borrowing and service privileges shall be granted. D. In addition, the 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 of application 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. Prior to renewal, the letter of application shall be updated noting any changes in address and/or authorized borrowers. The business or nonprofit organization may change authorized borrowers as desired provided a new letter is placed on file in the Library stating the authorized borrowers' names. I E. Persons residing in areas unserved by a public library may purchase an Oak Brook 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 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 other libraries as determined by their local policies. Fees and regulations regarding this card are determined by the DuPage Library System. 3 V. SERVICES OF THE LIBRARY The Oak Brook Library offers the public use of all books, audiovisual materials and magazines owned by the library. In addition to its own holdings, the library offers holders of valid Oak Brook Library cards: A. Use of professional reference service. Qualified reference staff is available during the Library's hours of operation to assist with inquiries. Reference questions which cannot be answered in- house will be referred to the Suburban Library System Reference Service with whom the DuPage Library System contracts services. B. Interlibrary and direct loan of books and magazine articles. Upon request for materials not owned by Oak Brook Library, all reasonable attempts will be made to obtain that material from another library. If the material is new, is part of a noncirculating collection or cannot be obtained within the requested time frame, the material will not be brought into Oak Brook Library. The requester will be informed of this and referred, if possible, to a library where this material may be viewed. Interlibrary loans are subject to the rules of the lending institution regarding loan period, renewal, charges, etc. Borrowers are required to pay the lending library's charges for interlibrary loans prior to receipt of the material. Oak Brook Library adds no charges to interlibrary loan transactions with the exception of overdue fines. C. Telephone renewal of materials is available according to procedures established by the Oak Brook Library. D. DuPage Library System qualified reciprocal borrowers shall have borrowing privileges as determined by the Library Director in a manner consistent with DuPage Library System reciprocal borrowing procedures. VI. LIBRARY MATERIALS A. Selection of Materials Oak Brook 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 Management Policy. B. Loan of Materials j Borrowing limits by item type and borrower type are set forth in automation system parameters. The library reserves the right to limit quantity or waive limits. C. Loan Periods Loan periods for the various item types are set forth in circulation procedures. Loan periods are determined by item type, not borrower type. Materials 4 borrowed through interlibrary or direct loan, SLS Reference Service or the DuPage Library System are subject to the restrictions placed by the lender. D. Fees and Charges The following fees and charges are hereby established: Nonresident cards Established annually by Illinois State Law Video cassettes, laser disks, DVDs, per circulation period $1.00 Replacement Library card $2.00 Returned checks As determined by the Village Finance Officer Interlibrary loan transactions including loans and photocopies which need not be returned As determined by the lending institution Overdue charges, per day, per item, not to exceed $10.00 per item Books, periodicals, audiocassettes, compact disks, CD-ROMs, kits, circulating software, vertical file items $0.10 Videos cassettes, laser disks, DVDs $1.00 Material checked out to "in-house" use $0.50 per hour The maximum charge for any item not returned shall not exceed the replacement cost of such item plus any overdue fines (such fines not to exceed $10.00) plus a five dollar ($5.00) processing fee. . If lost material is found and returned within three months of its due date, the library will refund the cost of the item, provided it is in good condition, less the $5.00 processing fee and maximum overdue charges. 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, numerous ripped pages or kits returned with parts missing. Cards for borrowers accruing charges of$3.00 or more are invalidated until the fines/fees problem is resolved. Parents'/Guardians' cards are invalidated when their child accrues $3.00 or more in outstanding fines/fees. 5 Lost library cards are replaced upon proof of identification and address and payment of a $2.00 processing fee. The former library card number is invalidated by the Library automation system upon issuance of a new number. 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 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 returned check fee at the rate set by the Village Finance Officer in addition to the amount of the check. VII. LIBRARY USER RESPONSIBILITIES A. Library users must show the library card at the time of each borrowing transaction. A Library card 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. Card holders are not held responsible for items borrowed on a card after the card has been reported lost. C. Library users 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. Library users 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. Library users will be informed of closing fifteen minutes before closing time and should make every effort to check out materials at that time. 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. Public access computers are shut down earlier for staff maintenance. See the Policy for Use of Public Access Computers and Electronically-delivered Information for details. 6 G. Library users are responsible for their personal property in the Library. Oak Brook Library takes no responsibility for personal property lost or stolen on the premises. VIII. INCIDENT REPORT A. Accident or Injury Reports Oak Brook 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 library user or employee of the library or to the equipment or property of the library. These forms are available from the Assistant to the Village Manager and should be filled out by Supervisors and/or Department Heads with the assistance of the Assistant to the Village Manager. B. Disciplinary Actions A disruptive person who fails to respond to two requests by a staff member for appropriate library behavior during the same library visit will be written up in a disciplinary report and may be asked to leave the library for the remainder of the day. If the individual refuses or becomes abusive, library personnel will call the police. Disciplinary incident reports will be filed in the Library Director's office. IX. GIFTS A. The Library Director reserves the right to accept or decline gifts of equipment, materials or money. Responsibility for appraisals and evaluation of donated materials belongs to the donor. The Oak Brook 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 Management Policy and this General Policy. Obsolete personal property shall be disposed of pursuant to state statute. B. The Library Director 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 the Board of Trustees. X. DISPLAYS, EXHIBITS, POSTINGS AND FREE MATERIALS A. Oak Brook Library is interested in promoting public interest in commemorative events, 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 Library assumes no financial responsibility for loss or damage to any display or exhibit. Displayers must carry their own insurance if they so desire. The Oak Brook Library does not carry insurance to cover displays or exhibits arranged with the public. 7 B. All postings and free materials available for distribution must be approved by the Library Director or designated staff 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. Materials will be posted or displayed by Library staff. Postings and free materials will be available for a maximum of eight weeks to give many functions the opportunity to use library display space. Materials left for posting or display will not be returned. XI. PROVISION FOR REVIEW OF THIS POLICY This policy is the basis for the operation and services offered by the Oak Brook Library. It will be reviewed and/or revised biennially by the Library Director and adopted by the Library Commission. This policy and all subsequent revisions are subject to the approval of the Village of Oak Brook Board of Trustees. Revised: July 1998 K-7 Library Commission Preside i}age President.� �„ July 28, 1998 Date Date 8