S-1277 - 01/26/2010 - LIBRARY - Ordinances Supporting DocumentsI T 131 6.F,2)
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 26, 2010
SUBJECT: Exhibits and Displays Policy
6 f
FROM: Sue Madorin, Acting Oak Brook Public Library Director
BUDGET SOURCE/BUDGET IMPACT: $0
RECOMMENDED MOTION: I move for passage of Ordinance S -1277, An Ordinance Re-
Adopting the Exhibits and Displays Policy for the Oak Brook Public Library.
Background/History:
The Library Commission recently reviewed the Exhibits and Displays Policy. This Policy was
first adopted on September 24, 2002 and was last amended in January, 2007. The Commission
is recommending a very minor change to the first sentence in the Policy from: "To stimulate
interest in books and reading;" to: "To stimulate interest in books, reading, Library programs
and other materials; ".
Recommendation:
The Library Commission and the Acting Director of the Library recommend that Ordinance S-
1277 be passed.
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ORDINANCE 2010- LY -EX1 -S -1277
AN ORDINANCE RE- ADOPTING THE
EXHIBITS AND DISPLAYS POLICY FOR
THE OAK BROOK PUBLIC LIBRARY
WHEREAS, the Village of Oak Brook Public Library contains certain exhibit and display areas,
and
WHEREAS, the President and Board of Trustees passed Ordinance 2002- LY -EX1 -S -1024, "An
Ordinance Adopting the Library Exhibits and Displays Policy ", on September 24, 2002, which same was
last amended with the passage of Ordinance 2009- LY -EX1 -S -1182 on January 9, 2007, and
WHEREAS, the Director of the Library and the Library Commission have reviewed the attached
"Exhibits and Displays Policy" (Policy), which governs exhibits and displays in the library, and
WHEREAS, the Library Commission has approved the attached Policy, and has recommended
that it be re- adopted with no amendments at this time by the Village President and Board of Trustees,
WHEREAS, it is in the best interests of the Village of Oak Brook that the attached Policy be re-
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 forth
herein
Section 2 That the Oak Brook Public Library Exhibits and Displays Policy, a copy of which is
labeled Exhibit A, attached hereto and incorporated herein, is hereby approved and re- adopted in its
entirety
Section 3 The Village Clerk is hereby authorized and directed to publish this ordinance in
pamphlet form in the manner provided by law
Section 4 All ordinances or parts of ordinances in conflict with this ordinance are hereby
repealed to the extent of the conflict
Section 5 This ordinance shall be in full force and effect from and after its passage, approval
and publication as required by law
APPROVED THIS 26th day of January, 2010
John W Craig
Village President
Ayes
Nays
Absent
PASSED THIS 26th day of January, 2010
ATTEST
Charlotte K Pruss
Village Clerk
Ordinance 2010- LY -EX1 -S -1277
Library Exhibits and Displays Policy
Page 2 of 2
EXHIBIT A
Oak Brook Public Library
Exhibits and Displays Policy
Purpose
• To stimulate interest in books, reading, Library programs and other materials;
• To relate Library collections and services to community, national, and world affairs;
• To provide space for local not - for - profit organizations which, by virtue of their
purpose, promote the Library's goal of serving the educational, cultural,
recreational and civic needs of the Oak Brook community; and
• To provide space for individuals to display non - commercial exhibits of art works,
handicrafts or collections which enhance the Library's role as a cultural agency in
Oak Brook.
Space availability
• Two glass display cases in the Library Lobby
• Wall space in the Library collections areas
• Areas in and on book shelves and end caps
• Community information bulletin board
Display Case and Wall Exhibits
Any public use of Library display cases or wall exhibit areas is a privilege and not a
right
Display case exhibits and wall exhibits are accepted based on
• Appropriateness to Library services and collections,
• General community interest,
• Timeliness of topic,
• Suitability for exhibition in the display cases or on the Library walls, and
• Availability of exhibition space
All displays are scheduled and supervised by Library staff
Art work to be displayed must be framed, mounted or otherwise prepared for hanging
on available hooks. The only exception to this will be displays of children's works from
Library activities or displays coordinated through local School or Park Districts. No
modification of the Library building will be permitted for the installation of an exhibit
Prices of artwork may not be displayed in an exhibit. The artist may attach his /her
name and a telephone number, but no sale information may be attached to artwork.
Any and all sales must be handled by the artist. Library staff will not assist in any way.
No exhibitor may place in the Library, any box, receptacle, or canister for the purpose of
soliciting or accepting donations.
The Library takes reasonable precautions to protect displays and exhibits. In the case
of theft or damage, the Library may compensate the owners for stolen or damaged
display materials and then only if such material is specifically identified on an inventory,
including the dollar value per item, that the exhibitor provides to the Library
Administration on or before the date the display is installed, and only to the extent that
the Village of Oak Brook's insurance coverage will pay for the loss.
Exhibitor's Responsibilities
An individual or organization requesting the use of display space must return a
completed Exhibit Request form.` The form must contain the full legal name of the
individual or organization which is applying and /or sponsoring the applicant. Information
must include the name and telephone number of an individual whom the Library may
contact to notify the applicant of an available date for the display and to answer
questions and receive comments regarding the display. Additionally, the requestor may
state a preferred date for the exhibition and must include an itemized inventory including
dollar value. Exhibit Request Forms are available from the Library's Administration
Office The Library makes every effort to accommodate the exhibitor's preferred
exhibition dates, but will determine the date, time, location and manner in which material
will be displayed Exhibit decisions are based on consideration of the best interests of
the Village.
The Library is not responsible for insuring any exhibited item or for damage to or
lessening of value of the item while in the Library or during transit The Library will not
exhibit individual items that exceed $2,000 in value The appraisal of value and
maintenance of adequate insurance of displayed items is the sole responsibility of the
exhibitor.
Acceptance of an exhibit or display will include beginning and end dates of the exhibit or
display
The Library Director will refuse any display or exhibit which does not fit the criteria listed
above
Areas in and on Book Shelves and End Caps
Areas in and on book shelves and end caps are reserved for Library displays only.
Community Information Bulletin Board
The community information bulletin board is located near the entrance to the Friends
Meeting Room All material posted must be pre- approved by the Library Administrative
staff.
Library programming information has first priority.
Local cultural, service, not - for - profit or government organizations may submit materials
for display Service groups must be located within the Village of Oak Brook or verify
that their membership is open to and includes residents of Oak Brook.
Material advertising cultural events occurring in the Chicago area, but outside of Oak
Brook, may be displayed when space is available.
Material must be non - partisan and non - sectarian in nature. Material must be self -
explanatory. Library staff will not be responsible for providing any additional information
concerning an activity or event or the sponsoring organization.
Material no larger than 8 %2" x 11" is preferred for best space utilization. Larger
materials may be displayed if space is available and will be removed to accommodate
other materials as needed.
Flyers may be displayed in multiple copies when space is available A maximum of 25
flyers will be accepted. The Library will not store additional flyers.
Material may be displayed for a maximum of four (4) weeks.
Display of information on the Community Information Board does not imply Library
sponsorship or endorsement. Any posting implying such sponsorship or support will not
be displayed.
Removal of Materials
Community Bulletin Board
Library staff maintains the community information board, book shelf and end cap
displays
Material displayed on the community information board will be discarded at removal
No attempt will be made to return any community information board materials.
Display Cases & Wall Exhibits
Exhibitors must remove their exhibit or display as scheduled. Exhibits and displays not
removed as scheduled will be removed by Library staff. The Library will not be
responsible for the storage or condition of any exhibit or display left beyond the
scheduled end date
Review of Policy
This policy shall be reviewed biennially