S-1074 - 06/22/2004 - LIBRARY - Ordinances Supporting Documents9r5 )/
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AGENDA ITEM
Regular Board of Trustees Meeting
of
June 22, 2004
SUBJECT: Meeting Room and Group Study Rooms Policy
FROM: Meg Klinkow, Library Director
BUDGET SOURCE /BUDGET IMPACT: None
RECOMMENDED MOTION: To approve the Meeting Room and Group Study Rooms
Policy, recommended by the Library Commission on June 17, 2004.
Background /History:
Policy was reviewed per the Library Commission's policy review schedule and minor changes
were made.
Recommendation:
Library Commission and I recommend this ordinance be adopted.
Last saved by mnmbo I \ADMIN \rkane \WORDDOC\BOARD MEMOS \Library Meeting Room policy doc
Last pnnted 6/18/2004 2 14 PM
8 C. 1) exceed $23,000 per month; B) Group Term Life Insurance and AD &D at a
decrease from the current costs by 22 %, and C) Group Vision Insurance at no
increase from current cost ROLL CALL VOTE.
Ayes- 5 - Trustees Aktipis, Caleel, Craig, Konn and Yusuf
Nays 0 - None.
Absent- 1 Trustee Zannis. Motion carried
9 NEW BUSINESS•
A CONFIRMATION OF APPOINTMENTS - None
B. ORDINANCES & RESOLUTIONS
1) ORDINANCE 2004 -LY -EX 1 -S -1074, "AN ORDINANCE ADOPTING THE
SECOND AMENDMENT TO THE LIBRARY MEETING ROOM AND
GROUP STUDY ROOMS POLICY"
The policy was reviewed per the Library Commission's policy review schedule
and minor changes were made. The 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. The Ordinance includes the
guidelines for Permissible Meetings, Endorsement, Hours, Applications, Fees,
Facilities and Equipment, Regulations and Restrictions, Definitions, Group Study
Rooms and Review
Motion by Trustee Caleel, seconded by Trustee Korin, for passage of Ordinance
2004- LY -EXI -S -1074, "An Ordinance Adopting the Second Amendment to the
Library Meeting Room and Group Study Rooms Policy. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Craig, Korin and Yusuf.
Nays: 0 - None
Absent. 1 - Trustee Zannis. Motion carried
C AWARD OF CONTRACTS - None.
D ACCEPT AND PLACE ON PUBLIC FILE — 2003 COMPREHENSIVE ANNUAL
FINANCIAL REPORT AND MANAGEMENT LETTER
As required by State statutes, the 2003 Comprehensive Annual Financial Report
(CAFR) for ^ the Village of Oak Brook as well as the Management Letter from the
Village's auditors, Sikich Gardner & Co , LLP, related to the recently completed
2003 audit is presented It is appropriate that these documents be accepted by the
VILLAGE OF OAK BROOK Minutes Page 7 of 11 June 22, 2004
OBPL Meeting Room & Group Study Rooms Policy DRAFT 611812004
Exhibit A
Oak Brook Public Library
Meeting Room & Group Study Rooms Policy
PURPOSE
The 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.
OBPL Meeting Room & Group Study Rooms Policy DRAFT 611812004
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. Any one group /organization may use the meeting room a maximum of twelve 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 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 100 auditorium style. If
divided into two separate rooms, each seats 35 auditorium style.
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OBPL Meeting Room & Group Study Rooms Policy DRAFT 611812004
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. 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.
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OBPL Meeting Room & Group Study Rooms Policy DRAFT 611812004
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.
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 and alcoholic beverages are not permitted in the Library.
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.
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.
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OBPL Meeting Room & Group Study Rooms Policy DRAFT 611812004
Group Study Rooms
The two 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.
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 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.
15. 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.
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