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S-1352 - 10/09/2012 - LIBRARY - Ordinances Supporting DocumentsYITAI 6.F.1) OF OAlr a, r.+►'' '. munum AGENDA ITEM Regular Board of Trustees Meeting of October 9, 2012 SUBJECT: Library Meeting Room and Quiet Study Rooms Policy FROM: Susan Madorin, Oak Brook Public Library Director BUDGET SOURCE/BUDGET IMPACT: $0 RECOMMENDED MOTION: I move for passage of Ordinance S -1352, An Ordinance Adopting a Revision to the Library Meeting Room and Quiet Study Rooms Policy. Background/History: The Library Meeting Room and Group Study Rooms Policy was most recently amended July 20, 2010. On September 18, 2012, the Library Commission examined the document and voted unanimously to recommend the following changes to the Village Board: discontinue requiring a room deposit; correct the equipment and the number of tables that are now available; remove the prohibition of putting out business cards and literature; and redefine what a resident means to the Library. This policy is reviewed and/or revised biennially or as needed by the Library Commission and Library Director. Recommendation: The Library Commission approved these changes on September 18, 2012. The Library Commission and the Director of the Library recommend that Ordinance S -1352. be passed. W M Last saved by rkane l:\ALL DOCS \6 - BOTMEMOS\Lib mtg ma memo 2012.doe Last printed 10/5/2012 3:21 PM ORDINANCE 2012- LY -EX -S -1352 AN ORDINANCE ADOPTING A REVISION TO THE LIBRARY MEETING ROOM AND QUIET STUDY ROOMS POLICY WHEREAS, on March 26, 2002, the Village Board passed Ordinance 2002- LY -EX1 -S -1010 entitled, "An Ordinance Adopting the Library Meeting Room Policy" and said Policy was last amended on July 10, 2012 with the passage of Ordinance 2010- LY -EX1 -S -1290; and WHEREAS, the Library Commission and Library Director have reviewed and amended the Library Meeting Room and Quiet Study Rooms Policy and recommend that the Village Board approve the amended Policy, as written in Exhibit A, attached hereto and made a part hereof. 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 Quiet 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 9`" day of October, 2012. PASSED THIS 9" day of October, 2012. Ayes: Nays: Absent: Gopal G. Lalmalani Village President PAM1 &9S Charlotte K. Pruss Village Clerk APPROVED BY LIBRARY COMMISSION September 18, 2012. APPROVED BY VILLAGE BOARD ORDINANCE 2012- LY -EX -S -1352 Oak Brook Public Library Meeting Room & Quiet Study Rooms Policy PURPOSE The purpose of the Meeting Room and Quiet Study Rooms Policy is to provide criteria for and information on public use of the Meeting Room and Quiet Study Rooms. These facilities are made available to enhance the information and services provided to the community. Meeting Room 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. 3. Written application must be submitted on form provided in advance. 4. Reservations for meeting facilities may be accepted for a period of up to three (3) months in advance. The Library reserves the right to limit the number of reservations by any organization. APPROVED BY LIBRARY COMMISSION September 18, 2012. APPROVED BY VILLAGE BOARD ORDINANCE 2012- LY -EX -S -1352 5. Anyone (1) group /organization may use the meeting room a maximum of twelve (12) times in a calendar year, unless otherwise specified by the Library Director. 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 Grand piano fee must be submitted with the application if use of the piano is requested. Grand piano fee (non - refundable) $25.00 Extraordinary maintenance and/or cleaning expenses will be billed to the primary liaison and any future applications suspended until paid. 2. 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. 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 11 Lectern 1 Dry -erase board 1 Grand Piano 1 Audio - visual equipment: DVD player Microphone Multi -media projector APPROVED BY LIBRARY COMMISSION September 18, 2012. APPROVED BY VILLAGE BOARD ORDINANCE 2012- LY -EX -S -1352 Overhead projector Projection screen, housed in ceiling Slide projector 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 fee 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 posted arrangement. 6. Failure to return the room furnishings to their posted arrangement, clean the kitchen or complete a meeting room clean-up by the scheduled time will result in a denial of future usage. You will be billed for any excessive cleaning charges. 7. 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. 8. Solicitation of names and addresses of attendees for business purposes 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. 9. Private social functions are not allowed. 10. Programs which are not suitable for the Library's physical facilities, or which would interfere with the Library's normal operation are not allowed. 11. 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. 12. Smoking is not permitted in the Library or the Library Garden areas as per the Smoke Free Illinois Act (SFIA). APPROVED BY LIBRARY COMMISSION September 18, 2012. APPROVED BY VILLAGE BOARD ORDINANCE 2012- LY -EX -S -1352 13. 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. 14. Nothing may be attached to the walls, ceiling, floor, furniture, equipment or doors of the meeting room. 15. No signs or posters pertaining to non - Library sponsored meetings may be posted on Library property. 16. 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. 17. The Library must be given 48 -hour notice for any meeting cancelations. Approval to use the Meeting Room in the future will be revoked if notice is not given. 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 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, APPROVED BY LIBRARY COMMISSION September 18, 2012. APPROVED BY VILLAGE BOARD ORDINANCE 2012- LY -EX -S -1352 ➢ 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. Quiet Study Rooms The two quiet study rooms are located in the Adult Reference area. Users should be aware that the rooms are not sound proof and that voices or noises may be heard outside the room. Patrons are expected to behave in a quiet and orderly manner while using the study rooms. 1. The Quiet Study Rooms are available on a first -come, first -served basis. No reservations are accepted. 2. The maximum capacity for the small Quiet Study Room is four (4) and for the large Quiet Study Room six (6) at any given time. 3. Food is not permitted; only covered drinks are allowed. 4. A valid library card (from any public library) or a photo ID must be left at 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 Quiet Study Rooms. Children under the age of 12 must have adult supervision. 7. Patrons are responsible for any damage incurred while using the Quiet Study Rooms. APPROVED BY LIBRARY COMMISSION September 18, 2012. APPROVED BY VILLAGE BOARD ORDINANCE 2012- LY -EX -S -1352 8. Talking on cell phones or other disruptive activities are not permitted. Noise carries easily and these rooms are intended for quiet study purposes. 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.