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S-1170 - 09/12/2006 - LIBRARY - OrdinancesORDINANCE 2006- LY -EX1 -S -1170 AN ORDINANCE ADOPTING AN AMENDMENT TO THE LIBRARY MEETING ROOM AND GROUP STUDY ROOMS POLICY WHEREAS, on March 26, 2002, the Village Board passed an Ordinance S -1010 entitled, "An Ordinance Adopting the Library Meeting Room Policy", and on September 24, 2002, amended and adopted an Ordinance S -1025, entitled Library Meeting Rooms and Group Study Rooms Policy, and on July 27, 2004 further amended and adopted Ordinance S -1078 This policy was last amended and adopted on November 23, 2004 as Ordinance S -1090, and WHEREAS, the Library Commission and Library Director recommend no revisions in the Meeting Room and Group Study Rooms Policy, (hereinafter referred to as, "Policy "), pertaining to clarifying Library sponsored programs and meetings , and WHEREAS, the Library Commission has recommended that the Village Board reconfirm the Policy, as written, a copy of which is attached as Exhibit A, and 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 Amendment to the Library Meeting Room and Group Study Rooms Policy, a copy of which is attached hereto and incorporated herein as Exhibit A, is hereby approved and adopted in its entirety and supersedes all prior editions of the Policy Section 2- This ordinance shall be in full force and effect from and after its passage, approval and publication as required by law Section 3 All ordinances or parts thereof in conflict with the provisions of this ordinance be and the same are hereby repealed to the extent of such conflict APPROVED -THIS 12th day of September, 2006. i Kevin uinlan Vill e President PASSED THIS 12th day of September, 2006. Ayes Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf Nays- Absent Trustee Aktipis v ATTEST 1 � S• .-. ,,, 4 i /^ Linda K Gonnella, CMC i; Village Clerk t C®�1_ �T 4,��' EXHIBIT A Oak Brook Public Library Meeting Room & Group Study Rooms Policy PURPOSE The Oak Brook Public Library (OBPL) provides meeting space for library - related, cultural, civic and informal educational purposes Library- related and Library sponsored programs will take precedence over outside programs. When presenting Library sponsored programs, the Library will make every effort to provide a wide variety of services and information. Questions on meeting room policy may be directed to the Administrative Office. I. Permissible Meetings, listed in priority order 1. Library sponsored programs and meetings 2. Library related programs and meetings 3. Meetings of Oak Brook governmental bodies and intergovernmental organizations in which the Village of Oak Brook is a member 4. Residents and corporate residents may reserve space for informational or educational purposes only. II. Endorsement Use of the meeting room by outside agencies does not constitute the Library's endorsement of viewpoints expressed by participants in programs. No advertisement or announcement implying such endorsement will be permitted. III. Hours 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. Meetings must terminate 15 minutes before closing time, or at the request of the Librarian -in- charge. IV. Applications 1. All applications for meeting room use must be made by an Oak Brook Public Library cardholder age 18 or older. Applicant must be present at all meetings. 2 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. Oak Brook -based businesses and not - for - profit organizations may obtain a courtesy card. See the General Policy. 3. Written application must be submitted on form provided in advance. J \ALL DOCS \S- ORDS\Mtg Rm Plcy doc 4. Recurring reservations for meeting facilities may be accepted for a period of up to three (3) months. The Library reserves the right to limit the number of reservations by any organization. 5. Anyone (1) group /organization may use the meeting room a maximum of twelve (12) times in a calendar year. 6. Requests for the Meeting Room are made to the Administrative Office. 7. A group or organization that has been denied permission to use the meeting room by the 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 (5) 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. V. Fees The Room deposit must be submitted with the application along with any other applicable deposits or fees. Room deposit $50.00 Audiovisual equipment deposit $50.00 Grand piano deposit $25.00 Grand piano fee (non - refundable) $25.00 1. Extraordinary maintenance expenses will be deducted from the security deposit and the balance returned. If maintenance expenses exceed the deposit, the user will be billed for the balance due and any future applications suspended until paid. 2. Failure to return the room furnishings to their original arrangement, clean the kitchen or complete a meeting room clean -up by the scheduled time will cause forfeiture of the room deposit. 3. Any one who intends to use the AN equipment must furnish a deposit at least three (3) days prior to the meeting. 4. The grand piano is tuned twice a year. If additional tuning is requested, Library staff will schedule the tuning. The cost will be at the requestor's expense and paid for in advance VI. Facilities and Equipment Attendance is limited to posted occupancy limits. The Meeting Room seats 132 auditorium style. If divided into two (2) separate rooms, each seats 35 auditorium style. JAALL DOCS \S- ORDS\Mtg Rm Plcy doc 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 (2) rooms. Only light refreshments are permitted in the meeting room. No cooking is allowed The Library will provide the use of a coffeemaker. The following equipment is available when using the meeting Rooms: Furniture: Chairs 100 Tables, rectangular 8 Lectern 1 Dry -erase board 1 Grand Piano 1 Audio - visual equipment: DVD player Microphone Multi -media projector Overhead projector Projection screen, housed in ceiling Slide projector TV Monitor VHS player Groups must provide their own qualified personnel to operate audio - visual equipment. VII. Regulations and Restrictions 1. All meetings must be free and open to the public except for closed sessions convened by governmental bodies in compliance with the Illinois Open Meetings Act. 2. Activities in the meeting rooms must not be closed to any person due to age, gender, race, religion, national origin, disabling condition, or any other legally protected category. 3 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. 4. The Library retains the right to cancel the reservation of any meeting or series of meetings. A credit or refund will be given of any fees paid. 5. The group is responsible for the set up of the meeting room and, at the end, the room must be returned to the original arrangement. 6. Patrons not having arranged for the use of the piano must not uncover or play the piano. Prior approval is needed to move the piano. J \ALL DOCS \S- ORDS\Mtg Rm Plcy doe 7. Solicitation of names and addresses of attendees for business purposes, distribution of commercial literature, business cards, or the sale of business merchandise is prohibited. Private counseling, tutoring and other individual sessions are permissible only if offered to clients free of charge. Exceptions are allowed for Library sponsored events. 8. Private social functions are not allowed. 9. Programs which are not suitable for the Library's physical facilities, or which would interfere with the Library's normal operation are not allowed. 10. Programs or gatherings which present a clear and present danger to the welfare of the participants, attendees, Library staff and patrons, and /or the community are not allowed. 11. Smoking is not permitted in the Library. Alcoholic beverages are permitted in the Meeting Room and Meeting Room Garden areas at the discretion of the Library Director and in conformance with Illinois Compiled Statutes and Village Policies and Ordinances on the serving of liquor. 12. Nothing may be attached to the walls, ceiling, floor, furniture, equipment or doors of the meeting room. 13. No signs or posters pertaining to non - Library sponsored meetings may be posted on Library property. 14. 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. VIII. Library- sponsored Programs A. General Principles The Library actively pursues the twin goals of contemporary significance and permanent value in programming. Staff endeavors to sponsor and support programs that will interest current and potential Library users. Library sponsored programs are complimentary to Library collection development and exhibits. Programs may present diverse points of view on current and historical issues and offer inclusive portrayals of human experience in a wide variety of ways. Guided by a sense of responsibility to the present and the future needs of the community, staff encourages presentations that are balanced and fair. The Library subscribes to the American Library Association Library Bill of Rights and Statement of Professional Ethics. Librarians distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the institution of the Library. The Library does not discriminate in its programs, based upon religious beliefs, age, gender, disability, race or creed, nor does the Library take any position supporting or condemning a religious belief. The origin, background, or viewpoint of the author or presenter does not exclude the author's or presenter's work from inclusion. Partisan or doctrinal disapproval will not result in cancellation of a program or exclusion or removal of a work from the collection. B. Program Selection Criteria J \ALL DOCS \S- ORDS\Mtg Rm Plcy doc 4 Library staff presents programs of potential interest to Library patrons of any age, culture, religion, nationality, physical and mental abilities. Sources of topics for programs include: ➢ issues discussed in library literature and by the professional library community, ➢ events reported in the news, ➢ holidays and special events, ➢ community issues under local discussion, ➢ educational issues, ➢ historical issues and events, ➢ entertainment. Programs are designed to present the above areas of topical interest while remaining within approved budgets and any time, equipment or other practical constraints. C. Evaluation of Programs by Public In order to ensure effective communication between the Library and the community concerning a range of ideas and information, while continuing to provide inclusive portrayals of human experience in Library programs, the Library maintains a program evaluation procedure. Program attendance is strongly encouraged before evaluating a program Information concerning this procedure is available from Library staff. Definitions • Corporate Resident - Any business or not - for - profit organization with a physical place of business within the corporate limits of the Village of Oak Brook. Post office boxes do not 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 and all full -time employees of the village, as defined in article III of the Village of Oak Brook Personnel Manual, and full -time employees of the Oak Brook Park District. Note: Any employee residing in another library jurisdiction is required to use his or her library card issued by that jurisdiction and register that card with the Oak Brook Public Library as a 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. XI. Group Study Rooms The two (2) small group study rooms are located in the Adult Reference area. Users should be aware that the rooms are not sound proof and their voices or noises may be heard outside the room. Patrons are expected to behave in a quite and orderly manner while using the study rooms. 1. The group study rooms are available on a first come, first served basis. No reservations are accepted. J \ALL DOCS \S- ORDS\Mtg Rm Plcy doc 2. No more than four (4) people are allowed in the small group study room and no more than six (6) people are allowed in the large group study room at any given time. 3. No food or drink is permitted. 4. A valid library card (from any public library) or a photo ID must be left with the Reference Desk while using either room. Only one piece of identification is necessary for a group. 5. There is a two (2) hour time limit. This time may be extended if no one is waiting for a study room. 6. Patrons must be 12 years of age or older to use the group study rooms. Children under the age of 12 must have adult supervision. 7. Patrons are responsible for any damage incurred while using the group study rooms. 8. Cellular phones may not be used in the group study rooms. Noise carries easily and these rooms are intended for quiet study purposes. X. 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. tell J \ALL DOCS \S- ORDS\Mtg Rm Plcy doc 6