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S-1045 - 07/08/2003 - LIBRARY - Ordinances ExhibitsEXHIBIT OAK BROOK PUBLIC LIBRARY GENERAL POLICY Table of Contents Page I. Mission Statement 2 II. Governance 2 Ill. Use of the Library 2 A. Hours and Holidays B Borrowing Privileges C. Limitations for Children by Age D. Unattended Children IV. Library Cards 3 A. Definition of a Valid Library Card B. Library Card Application Requirements C. Purchased Nonresident Cards V. Services of the Library 5 A. Professional Reference Service B. Interlibrary Loan C. Renewal of Materials D. Reciprocal Borrowing for Non -Oak Brook Cardholders VI. Library Materials 6 A. Loan Periods B. Fees and Charges C. Overdue Notices D. Returned Checks VII Library User Responsibilities 7 A. Presentation and Authority of the Library Card B. Lost Cards C. Respect for Library Environment D Computer Lab Use E. Personal Property VIII. Incident Report 8 A. Accident or Injury Reports B. Disciplinary Actions IX Gifts 9 A. Acceptance Criteria B. Acceptance Limitations X Provision for Review of This Policy 9 I. MISSION STATEMENT The mission of the Oak Brook Public Library is to provide professional, responsive service and to promote the development of independent, self - confident and literate citizens through the provision of open access to cultural, recreational, intellectual and informational resources. II. GOVERNANCE The Oak Brook 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 to seven 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 educational 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 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. Hours and Holidays Oak Brook 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. Oak Brook Library is open during the following hours - Monday through Thursday 10:00 a m. — 9:00 p.m. E Friday and Saturday 10:00 a.m. — 5:00 p.m. Sunday (between Labor Day and Memorial Day weekends) 1.00 — 5:00 p m. Oak Brook Library is closed on the following days: New Year's Day, Easter, Memorial Day (including the immediately preceding Sunday), Independence Day, Labor Day, Thanksgiving Day, Christmas Eve and Christmas Day Shortened hours are observed on the Friday before Easter and New Year's Eve. Non - emergency closings beyond those regularly scheduled will be posted at the Library and in the Library's telephone message one week prior to the date. Emergency closings will be posted and announced as soon as possible. Library personnel announce the end of the daily Library hours fifteen minutes before closing time. Copiers are turned off and all special services such as taking Library card applications and telephone renewal of materials will cease fifteen minutes prior to closing. B. Borrowing Privileges Holders of valid Oak Brook Public Library cards are granted borrowing privileges, program participation and the use of all services offered by the library with the exception of Internet access for minor children. Minor children may access the Internet according to the level of permission authorized by the parent/guardian who co -signs the child's library card application. Holders of valid Oak Brook Public Library cards also receive reciprocal borrowing privileges at cooperating intersystem and intrasystem libraries, subject to Library and DuPage Library System policies and procedures. C. Limitations for Children by Age Children under the age of eight (8) must be under the direct supervision of a caretaking adult at all times. Children age eight (8) 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. D. Unattended Children In the event that a child is unattended beyond the allotted time or without transportation when the Library closes, an attempt will be made to contact the parent/guardian. If a parent/guardian cannot be contacted, Library personnel will contact the Oak Brook Police Department to provide assistance in locating a parent/guardian and, if necessary, a safe environment for the child until the parent/guardian can be located. If Police assistance is unavailable, Library personnel will contact DCFS. IV. LIBRARY CARDS A. Definition of a Valid Library Card 3 An Oak Brook Public Library card is valid when it conforms to the following conditions: • It is registered with the holder's correct name and permanent address in the Library database, and • The outstanding charges against the holder do not exceed $3.00, and • The card has not expired, and • It issued to the person in possession of the card B. Library Card Application Requirements Oak Brook Public Library issues cards free of charge to 1 Anyone residing within incorporated Oak Brook. This does not include persons who have an Oak Brook address living in unincorporated areas. A photo ID and proof of residency is required at the time of application for a Library card. Post office boxes are not acceptable as proof of residency Although there is no minimum age for issuance of a Library card, a parent/guardian signature is 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 and may use his /her identification for his /her minor children. Resident cards are valid for three (3) years Proof of residency is required for renewal of library cards. 2. Library service shall be provided free of charge to an 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. These cards are valid for one (1) year. Proof of ownership is required for renewal of the library card 3 The Library makes courtesy cards available at no cost to local businesses and nonprofit organizations and to Village of Oak Brook employees who are unserved by another public library under the following conditions: a. 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. b Application must be made in person using the courtesy card application form, which names a maximum of three persons as authorized borrowers and a statement signed by the highest ranking officer /supervisor in the Oak Brook office that the business or organization takes responsibility for all materials borrowed on the library card and understands the borrowing limitations of the card. C. 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. 4 d. Borrowing privileges include Oak Brook Public 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 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 form is placed on file in the Library stating the authorized borrowers' names. e. Full -time and regular part-time employees of the Village of Oak Brook who are not served by another public library may register for a courtesy card that is valid for one (1) year. Identification including proof of address and Village employment is required for courtesy card registration and renewal. (Employees residing in an area served by another public library may register as reciprocal borrowers and are given resident privileges.) C. Purchased Nonresident Cards Persons residing in areas unserved by a public library may purchase an Oak Brook Public Library nonresident card. The fee for this card is determined by the Village of Oak Brook Board of Trustees according to the formula set forth by the State of Illinois. This card is valid for one (1) year. V. SERVICES OF THE LIBRARY The Oak Brook Public 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. Professional Reference Service. Qualified reference staff is available during the Library's hours of operation to assist with inquiries. B. Interlibrary Loan Oak Brook Public Library is a member of the Illinois Library and Information Network (ILLINET) and participates in interlibrary loaning in accordance with the current ILLINET Interlibrary Loan Code. 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 Public Library adds no charges to interlibrary loan transactions with the exception of overdue fines. C. Renewal of Materials Materials that are able to be renewed may be renewed in person or via telephone. Telephone renewal of materials is available according to procedures established by the Oak Brook Public Library 6 C. Reciprocal Borrowing for Non -Oak Brook Cardholders Reciprocal borrowing privileges are extended to a holder of a valid Illinois public library card whose clear record can be verified and who holds a card issued by a library that subscribes to the Reciprocal Borrowing Code. VI. LIBRARY MATERIALS A. 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 borrowed through interlibrary or direct loan are subject to the restrictions placed by the lender. Oak Brook Public Library reserves the right to limit quantities of item types. B. Fees and Charges The following fees and charges are hereby established: Nonresident cards Established annually according to the formula established by Illinois State Law Nonresident computer user card $5.00 Video cassettes, DVDs, per circulation period $1.00 Replacement Library card $5.00 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, DVDs $1.00 ~. The maximum charge for any unreturned' item 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. C. Overdue Notices A maximum of three notices are mailed to borrowers to seek return of Library materials. Oak Brook Public Library staff performs shelf checks for items listed on a notice. 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 second (billing) notice is invalidated until the overdue materials problem is resolved. D. 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. Presentation and Authority of the Library Card Library users must show the library card at the time of each borrowing transaction or computer lab use. 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 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. Respect for Library Environment 7 Library users are to behave in a manner suitable to a public library given 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. Library users are expected to respect all library property and to use all furnishings, equipment and collections with care. No eating, drinking or smoking is allowed in the library. Running is not permitted in the Library Proper attire which includes shoes and shirt is required at all times. Library users are requested to assist in the effort to provide a generally quiet atmosphere by conversing in low tones, turning off or setting on vibrate cell phones and pagers while in the main area of the Library. Cell phones may only be used in the Lobby hallway near the public telephone. D. Computer Lab Use Only persons with full Internet access authorization are permitted in the main computer lab. In the event a child with limited access authorization needs to use the main computer lab, his /her parent/guardian must be in attendance at the same workstation as the child throughout the work session. Children under age 14 not using a workstation with a parent/guardian are not permitted in the main computer lab. E. Personal Property Library users are responsible for their personal property in the library. Oak Brook Public 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 at each service desk, from the Library Director or the Assistant Village Manager and should be filled out by the Librarian -in- Charge and /or a Division /Department Head with the assistance of the Assistant Village Manager. B Disciplinary Actions A disruptive person who fails to respond to a request by a staff member for appropriate library behavior may be written up in a disciplinary report and may be asked to leave the Library. If the individual refuses or becomes abusive, Llibrary personnel will call the police for assistance. IX. GIFTS A. Acceptance Criteria The Library Director reserves the right to accept or decline gifts of equipment, materials or money to the Library. Responsibility for appraisals and evaluation of donated materials belongs to the donor. The Oak Brook Public Library will supply 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. Acceptance Limitations 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. PROVISION FOR REVIEW OF THIS POLICY This policy is the basis for the operation and services offered by the Oak Brook Public Library. It will be reviewed and /or revised and approved 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. Adopted by the Village of Oak Brook Board of Trustees on July 8 , 2003. 9