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S-1010 - 03/26/2002 - LIBRARY - OrdinancesORDINANCE 2002- LY -EXI -S -1010 AN ORDINANCE ADOPTING THE LIBRARY MEETING ROOM POLICY WHEREAS, the Village of Oak Brook has recently constructed a new public library which i opened for use on March 9, 2002; and WHEREAS, the new library contains certain meeting rooms; and WHEREAS, the Library Commission has approved the attached Meeting Room Policy which governs the use of library meeting rooms, and has recommended approval by the Village President and Board of Trustees; WHEREAS, it is in the best interests of the Village of Oak Brook that the attached Library Meeting Room Policy be adopted. NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE 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 are hereby adopted as though fully set fo herein. Section 2: That the Oak Brook Public Library Meeting Room Policy, a copy of which is labeled Exhibit A, attached hereto and incorporated herein, is hereby approved and adopted in its entirety,[ Section 3: That the validity of any action, otherwise taken by the Board in accordance with applicable State law shall not be invalidated, impaired or otherwise affected by noncompliance with any part of the procedures or policy set forth in this ordinance. Section -4 That the Village Clerk is authorized and directed to publish this ordinance in pamphlet form in the manner provided by law. Section 5: That all ordinances or resolutions or parts of ordinances and resolutions in conflict with this ordinance are hereby repealed. Section 6: That this ordinance shall be in full force and effect from and after passage approval pursuant to law. PASSED THIS :)f 7 ;Vay of March, 2002. Ayes: Trustees Craig, Korin, Miologos and Savino Nays: None Absent: Trustee Caleel Abstain: None APPROVED THIS Ci a Y of March, 2002. ATTEST: Village Clerk Ap rove as to Form: Village Attorney Ordinance 2002-LY-EXI -S- 10 10 Adopting Public Library Meeting Room Policy, Page 2 -I" vZ / President Published 3/28/02 Pamphlet Form Date Paper Not Published library EXHIBIT A Oak Brook Public Library Meeting Room Policy The meeting room facilities of the Oak Brook Public Library are available to groups and organizations in accordance with the policy established by the Library Commission and adopted and approved by the Village Board of Trustees. Use of the meeting room bye any group or organization does not constitute an endorsement by the Library of the group's policies or beliefs. 1. Definitions Corporate Resident - Any business or not - for - profit organization with a physical pla business within the corporate limits of the Village of Oak Brook. Post office boxes c constitute a physical place of business. Businesses and organizations are issued courtesy cards in accordance with the policy set forth in the General Policy. Library Related — A meeting or program of an organization in which the Oak Brook Public Library or Library personnel are members. Library Sponsored — A meeting or program that is planned and executed by Library personnel either as direct leaders or led by persons authorized to lead a meeting or program by Library program planners. Resident —Any person permanently residing within the corporate limits of the village all full -time employees of the village, as defined in article III of the Village of Oak Broc Personnel Manual, and full -time employees of the Oak Brook Park District. Note: Ar employee residing in another library jurisdiction is required to use his or her library ca issued by that jurisdiction and register that card with the Oak Brook Public Library as reciprocal borrower. Employees residing in an area unserved by a public library jurisdiction will be authorized for local library service and applicable meeting room privileges through use of a courtesy card. See the General Policy. 2. Permissible Uses The meeting room may be used for the following purposes: a. Oak Brook Public Library sponsored meetings or programs, including associations of which the Library is a member b. Village of Oak Brook meetings, including the Library Commission and others c. Oak Brook Public Library related meetings or programs d. Meetings of Oak Brook governmental bodies and intergovernmental organizations in which the Village of Oak Brook is a member e. Business, civic, informational, cultural or educational meetings of Oak Brook residents, including corporate residents, for purposes other than selling prod or services of not ind k 3. Applicants All applications for meeting room use for the purposes set forth in paragraph 2(e) ML be made by an Oak Brook Public Library cardholder age 18 or older who is a mer or employee of the organization applying for authorization to use Library meeting roc space. Oak Brook -based businesses and not - for - profit organizations must submit an application with the signature and name, address and phone of the responsible employee who will be present at the meeting. st nber m A deposit in the amount of fifty dollars ($50) shall accompany such applications as security for the proper maintenance of the meeting room. Extraordinary maintenance expenses shall be deducted from the security deposit and the balance returned, or if these expenses exceed the deposit, the user shall be billed for the balance due and any future applications suspended until paid. If no extraordinary maintenance expenses are required, the security deposit shall be promptly returned. Oak Brook -based businesses and not - for - profit organizations may obtain a courtesy card. See the General Policy. Requests to use the meeting room for the purposes set forth in paragraph 2(a) through 2(d) shall be made to the Library Director on forms supplied by the Library. 4. Excluded Uses • Private social functions • Programs which are not suitable for the Library's physical facilities, or which would interfere with the Library's normal operation • Programs or gatherings which present a clear and present danger to the welf. of the participants, attendees, Library staff and patrons, and /or the commun • Non - library sponsored /related programs or meetings that advertise, promote, sell a product or service 5. Priority Use Priority for use of the meeting rooms will be given in the following order: • Library- sponsored meetings or programs. • Meetings or programs of the Village of Oak Brook. • Meetings or programs that are Library- related. • Meetings or programs of all other permitted users. The date of receipt of the application will determine priority if there is a conflict. 6. Frequency of Use Any one group /organization may use the meeting room a maximum of twelve times it calendar year. 2 ire is 7. Hours of Use Meetings must begin and end during normal Library hours. A group /organization may use the meeting room up to three hours in a single day. Requests for longer hours of use must be included on the Meeting Room Application form and approved by the Library Director. 9. Meeting Space Capacity Attendance is limited according to posted occupancy limits. For attendance limits pl refer to the Room Arrangement Request Form. A room arrangement plan must be submitted on the form with the application. Applicants are responsible for their own arrangement and returning the arrangement to its original form. If no plan is submit the Library's room arrangement must be used. 9. Equipment Use The Library owns folding tables and chairs, which are available as requested on the room arrangement plan. Upon adequate notice, and if available, the Library can provide the following equipml at no charge: dry erase board, projection screen, AV cart, easel stand, overhead projector, TV monitor, DVD player, VCR and multi -media projector. Connection to th internet is available though the Library's local area network. )om ,d .nt Anyone using a meeting room pursuant to paragraph 2(e) who intends to use electronic AV equipment owned by the Library shall, at least three (3) days prior to the meeting, furnish a deposit in the amount of fifty dollars ($50) to secure the proper maintenance of this equipment. Repair expenses shall be deducted from the security deposit and the balance returned. If these expenses exceed the deposit, the user shall be billed for t I e balance due and any future applications suspended until paid. If no repair expenses are required, the security deposit shall be promptly returned. 10. Kitchen Use Use of the kitchen is available to the whole meeting room as a unit or to the east meeting room if the meeting room is divided into two rooms. The organization using meeting room is responsible for cleaning up the kitchen. The Library will provide the use of a coffeemaker. The organization must furnish and prepare its own coffee. The Library does not provide consumable supplies. Only light refreshments are permitted in the meeting room. No cooking is allowed. Failure to clean -up the kitchen will result in the forfeiture of the meeting room deposit and possible restriction of further use. 11. Reservations Obtaining permission to use one of the meeting rooms requires submission of a Meeting Room Application to the Library Office. Reservations are confirmed by receipt of forms 3 and fees within five (5) business days of the initial request. Unconfirmed reservations will be canceled and the room made available to other groups. Rooms may be available Ion a walk -in basis provided the group fills out the necessary paperwork, pays any fees and is willing to accept the room set -up "as is ". Cancellation less than 24 hours prior to I scheduled meeting time and no shows will result in forfeiture of fees and cancellation of other scheduled room reservations. The Application Form includes both the reservation and the Room Arrangement Req Form. If no plan is submitted, the Library's room arrangement must be used. Standing reservations may be made up to three (3) months in advance. 12. Appeals Process The Library Director will notify in writing the person who applied to use the room of al violations of the meeting room regulations. A group or organization that has been denied permission to use the meeting room by Library Director may appeal to the Library Commission at the Commission's next scheduled meeting. Written notice of said appeal and all written documentation supporting the appeal are to be delivered to the Library Director at least five business days before such Commission meeting. If the Commission is not scheduled to meet within 45 days after the appeal is filed, a special meeting will be called. 13. Other Regulations est the • Minors may use the meeting rooms only under direct and constant supervision of adults, who assume full responsibility for activities. • It is the responsibility of the group /organization to insure compliance with fire code restrictions relating to meeting room occupancy limits. • Nothing may be attached to the walls, ceiling, floor, furniture, equipment or doors of the meeting room. • No smoking or alcohol is allowed in the meeting room. • The meeting room and kitchen area must be left in a clean and orderly condition and all equipment and appliances must be unplugged. • The meeting room applicant and the group or organization shall be jointly and severally liable for any breakage, damage or theft of any Library property caused by members or guests of the group or organization. • Should any special cleaning or repair be required as a result of a group's use of the meeting room, a charge will be made for janitorial labor and equipment. • The Library does not permit use of additional electrical equipment other than that provided by the Library in the kitchen or meeting room without prior approval. 4 6 3 • No group or organization may store equipment or materials in the Library, except a temporary basis with the Library Director's permission. • The Library is not responsible for the loss of or damage to any equipment or m owned or rented by a group /organization meeting in the Library. • Organizations using the meeting rooms may not use the Library as a mailing add or telephone number. • In accordance with library policy, collections are not permitted. Solicitations and fundraising within the Library are not permitted. Exceptions are allowed for Libra sponsored events. Sales will be permitted only where appropriate and with prior written permission. on ,rial • No signs or posters pertaining to a non - Library- sponsored meeting may be posted on Library property. • Permission to use the meeting room does not constitute endorsement of the subj matter of the meeting, or the group's or organization's beliefs and policies. As a result, publicity on non - Library- sponsored meetings must in no way imply Library sponsorship. • All meetings must be open to the general public except for closed sessions convened by governmental bodies in compliance with the Illinois Open Meetings Act No organization may charge admission to those who attend a meeting or function. Activities held in the Library are subject to the requirements of the Americans with Disabilities Act (ADA). Organizations must comply with applicable ADA requirements when using Library meeting rooms, and are responsible for providing, and if necessary paying for, qualified interpreters or auxiliary aids requested in order to accommodate any person(s) in accordance with such requirements. 14. Review The Oak Brook Public Library Commission will review the Meeting Room Policy and its regulations periodically and reserves the right to amend them at any time. The changes are subject to approval and adoption by the Village Board of Trustees. 5