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S-1305 - 03/22/2011 - LIBRARY - Ordinances Supporting DocumentsP1EN 6.F.2) AGENDA ITEM Regular Board of Trustees Meeting of March 22, 2011 SUBJECT: Special Acquisitions Policy FROM: Susan Madorin, Oak Brook Public Library Director BUDGET SOURCE /BUDGET IMPACT: $0 RECOMMENDED MOTION: I move for passage of Ordinance 2011- LY -EX1 -S -1305, An Ordinance Readopting and Amending the Special Acquisitions Policy for the Oak Brook Public Library. Background/History. Since the last time this policy was amended and readopted, the Library received a gift of Lladro figures of considerable value. This acquisition is of such significance that it needs to be listed as one of the collection strengths of the Library. Recommendation: The Library Commission and the Director of the Library recommend that Ordinance 2011 -LY- EXl -S -1305 be passed. A-ff Last saved by rkane 1:WLL DOCS�2a- MEMOS- BOTLib spec acquis agenda mar201 I.doc Last printed 3/16/2011 1:57 PM ORDINANCE 2011- LY -EX1 -S -1305 AN ORDINANCE READOPTING AND AMENDING THE SPECIAL ACQUISITIONS POLICY FOR THE OAK BROOK PUBLIC LIBRARY WHEREAS, the Village Board of the Village of Oak Brook passed Ordinance 2004- LY- EXI -S- 1092 entitled, "An Ordinance Adopting a Special Acquisitions Policy for the Oak Brook Public Library' on November 23, 2004; and WHEREAS, the Special Acquisitions Policy, (hereinafter referred to as, "Policy'), adopted in 2004, requires the Library Director and Library Commission to review that Policy periodically; and WHEREAS, the Library Commission and Library Director recommend revisions in the section in the Policy pertaining to the mission statement; and WHEREAS, the attached revisions have been approved by both the Oak Brook Library Commission and the Library Director; 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: The provisions of the preamble hereinabove set forth are hereby adopted as though fully set forth herein. Section 2: The Special Acquisitions Policy, a copy of which is attached hereto and incorporated herein as Exhibit A, is hereby approved as amended and readopted 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 Section 4: All ordinances or parts of ordinances in conflict with this ordinance are hereby repealed to the extent of the conflict.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 22nd day of March, 2011. John W. Craig Village President Ayes: Nays: Absent: PASSED THIS 22nd day of March, 2011. ATTEST: Charlotte K. Pruss Village Clerk Ordinance 2011- LY -EX1 -S -1305 Adopting Special Acquisitlons Policy Page 2 of 2 Ordinance 2011- LY -EXl -S -1305 EXHIBIT #1 Village of Oak Brook Library Special Acquisitions Policy I. Purposes The goals of the Oak Brook Public Library are: • To provide Oak Brook Public Library patrons with opportunities for information, learning and recreation through research, exhibits and other educational opportunities; • To provide for the acquisition, preservation, use and display of special items, such as art, musical instruments, artifacts and realia in support of the Mission of the Library. IL Acquisitions A. General Accessions Guidelines • Authority to accept gifts of special materials, such as musical instruments, art, artifacts and realia rests with the Manager of the Village of Oak Brook and the Director of the Oak Brook Public Library, in consultation with the Oak Brook Library Commission and within the confines of the Village of Oak Brook, Library Special Acquisitions Policy. • No one may obligate the Village of Oak Brook to accept any material or object not consonant with the intent or spirit of the Village of Oak Brook, Library Special Acquisitions Policy. • The Village of Oak Brook will provide for preservation, storage, use and display in keeping with professionally accepted standards. • The Village of Oak Brook will consider all moral, legal, and ethical implications of potential acquisitions and document such acquisitions as to provenance. • The Village of Oak Brook will follow accepted practice regarding deaccession of materials. • The Village of Oak Brook will subscribe to the provisions of the UNESCO Convention prohibiting and preventing the illicit import, export, and transfer of ownership of cultural property (Nov. 14, 1970). • Neither the Village of Oak Brook staff nor members of the Oak Brook Public Library Commission shall offer appraisals of monetary value of objects to donors, or reveal the Village of Oak Brook's insurance value for the purpose of establishing a fair market value of gifts offered to the Village of Oak Brook. Donors seeking to take an income tax gift deduction must obtain an independent appraisal from an authorized appraiser. Ordinance 2011- LY -EXI -S -1305 All objects or materials deposited with the Oak Brook Public Library for possible acquisition shall have identification and be covered by insurance by the owner. The owner shall complete and sign a copy of the form used for such purposes. Such objects are not to be deposited on the Oak Brook Public Library premises for longer than thirty (30) days. The Oak Brook Public Library accepts no responsibility for notification of individuals for the return of such deposits. Items not claimed within two (2) years of deposit will be disposed of by the Oak Brook Public Library Commission or the Library Director. B. Scope of Collection 1. Current Priorities and Limitations of Collection The Oak Brook Public Library contains the following collection strengths: • A handmade quilt used as a wall hanging; • A grand piano; • Two bronze sculptures; • Lladro figurines. 2. Desired Collecting areas The Village of Oak Brook will collect: • Sculptures for display inside and outside the Library; • Equipment for accessing electronic and other media in the Library; • Musical instruments, primarily, for use in the meeting room of the Library; • Other art for display in the Library. The Village of Oak Brook will not collect: • Items that cannot be preserved or are in poor condition; • Items for which there is not display space. C. Deaccessioning Gift items may be deaccessioned on advice of the Director and the Oak Brook Public Library Commission and with the approval of the Village Manager. The Village of Oak Brook does not sanction the sale or gift of deaccessioned objects to its employees, officers, Village trustees or staff, or their representatives. Proceeds from the sale of deaccessioned materials will be used for acquisitions to the Oak Brook Public Library. 2 Ordinance 2011- LY -EXI -S -1305 If the material to be deaccessioned was purchased by the Village of Oak Brook, it may be disposed of in whatever manner the Village Manager, in consultation with the Library Director and Library Commission, deems appropriate. It may be sold by bid, traded, offered at public auction, given outright, or discarded. If material to be deaccessioned was donated to the Village of Oak Brook, it will be disposed of only in a manner that will protect the interests, objectives, and legal status of the Village of Oak Brook. This may include returning it to original donor, sale, trade, offering at public auction, or discard.