S-1092 - 11/23/2004 - LIBRARY - Ordinances Supporting Documents!!►tip •
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AGENDA ITEM
Regular Board of Trustees Meeting
of
November 23, 2004
SUBJECT: Special Acquisitions Policy
FROM: Margaret G. Klinkow, Oak Brook Public Library Director
BUDGET SOURCE /BUDGET IMPACT: $0
RECOMMENDED MOTION: I move for passage of Ordinance 2004- LY -EXI -S -1092,
An Ordinance Adopting a Special Acquisitions Policy for the Oak Brook Public Library.
Background /History:
The Library has received gifts of considerable value. These include a bronze sculpture by
Rebecca Childers Caleel from the Oak Brook Women's Club, a Steinway grand piano from the
Friends of the Library, a handmade quilt from a private patron, a bronze statue from
MacDonald's Corporation. These acquisitions represent an increase in the value of Library
holdings and Village responsibilities for maintenance, preservation and display.
We wish to standardize our approach to acquiring special items such as these for display, for
performing music and perhaps in the future for using technology. In order to do this we created
a new policy outlining the expanded Library mission, accessions criteria, scope of collections,
and deaccessioning of acquistions.
Recommendation:
The Library Commission and the Director of the Library recommend that Ordinance 2004 -LY-
EX1 -S -1092 be passed.
Last saved by Default J \WORDDOC\BOARD MEMOS \Lib spec acquis doc
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70 B.
2004- LY -EXl -S -1090, "An Ordinance Adopting an Amendment to the Library
Meeting Room and Group Study Rooms Policy " ROLL CALL VOTE -
Ayes. 5 - Trustees Aktipis, Caleel, Konn, Yusuf and Zannis.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
C. AN ORDINANCE ADOPTING AN AMENDMENT TO THE LIBRARY
COMPUTER USE POLICY
The original Computer Use Policy was adopted on July 28, 1998 and was to be
reviewed and updated regularly on a biennial basis. The current revision is the one
scheduled for November 2004.
The Library has recently expanded its computer capabilities to include two internet-
only stations in the Lobby. These are very popular with people who want only to
check email quickly. Patrons are allowed to eat in the Lobby and this makes it a
desirable spot. Their time on the computer is limited to half an hour.
The Library is planning to expand the number of computers available to patrons in the
Library to include two stations where CDs and DVDs may be previewed by patrons
before they take the items out. Staff also wants to allow adult patrons to bring in
personal software and use it in the library for study and other purposes. The revisions
to the Computer Use Policy make these additional uses acceptable.
Motion by Trustee Caleel, seconded by Trustee Konn, for passage of Ordinance 2004 -
LY-EX 1 -S -1091, "An Ordinance Adopting An Amendment to the Library Computer
Use Policy." ROLL CALL VOTE:
Ayes 5 - Trustees Aktipis, Caleel, Konn, Yusuf and Zannis.
Nays: 0 - None.
Absent 1 - Trustee Craig Motion carried.
D. AN ORDINANCE ADOPTING A SPECIAL ACQUISITIONS POLICY FOR THE
OAK BROOK PUBLIC LIBRARY
The Library has received gifts of considerable value. These include a bronze sculpture
by Rebecca Childers Caleel from the Oak Brook Women's Club, a Steinway grand
piano from the Friends of the Library, a handmade quilt from a private patron, a
bronze statue from MacDonald's Corporation. These acquisitions represent an
increase in the value of Library holdings and Village responsibilities for maintenance,
preservation and display.
Staff wishes to standardize the approach to acquiring special items such as these for
display, for performing music and perhaps in the future for using technology. In order
VILLAGE OF OAK BROOK Minutes Page 7 of 14 November 23, 2004
7
to do this staff created a new policy outlining the expanded Library mission,
accessions criteria, scope of collections, and deaccessioning of acquisitions.
Motion by Trustee Caleel, seconded by Trustee Korin, for passage of Ordinance 2004 -
LY-EX 1 -S -1092, "An Ordinance Adopting a Special Acquisitions Policy for the
Oak Brook Public Library." ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Konn, Yusuf and Zannis.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
E. OAK BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE 2005
MARKETING CAMPAIGN
The 2005 Budget contains provisions for the marketing campaign (Program 171 -7360
Advertising /Promotion). The recommended campaign includes a decrease of $19,715
as compared to the 2004 campaign.
At its November 4, 2004 meeting, the Oak Brook Hotel, Convention and Visitors
Committee recommended that the Village Board approve the 2005 marketing
campaign and authorize the Village Manager to execute the necessary agreements,
following staff review.
The campaign includes scheduled media placements, direct mail pieces, fulfillment
pieces and e -mail broadcasts targeted at group (or business) travelers as well as leisure
travelers Advertisements are contemplated in publications such as Meeting
Midamerica, Meeting Guide to the Midwest, Midwest Meetings, Illinois Meetings &
Events, Chicago Tribune, Daily Herald, Midwest Living and the DuPage Convention
and Visitors Guide. The campaign also includes tracking services, call management,
web maintenance and hosting and fulfillment services (group and leisure brochures).
All ad placements included in the campaign are net -of commission. The agreement
provides for a $3,800 ($200 increase from 2004) monthly retainer fee to be paid to
pointb Communications for all coordination services, conference time, travel, strategic
planning, media research, marketing plan development, consultation, etc. These
services are not insignificant given the time that is spent coordinating with the
marketing subcommittee, monitoring the success of projects and responding
accordingly, obtaining various approvals, etc Costs for creative ad production by
pointb Communications are billed separately as a part of each applicable job. The
total not -to- exceed amount of the agreement with pointb Communications is
$300,016. The funds for this program come from the 1% room tax on overnight hotel
stays in Oak Brook. Per State statute for a non -home rule community, the funds are to
be spent on activities intended to result in overnight stays in the municipality.
VILLAGE OF OAK BROOK Minutes Page 8 of 14 ,
r-le-A-1111
November 2352004
ORDINANCE 2004- LY -EX1 -S -1092
AN ORDINANCE ADOPTING A SPECIAL ACQUISITIONS POLICY
FOR THE OAK BROOK PUBLIC LIBRARY
WHEREAS, in an endeavor to fulfill its mission, the Oak Brook Public Library seeks to develop
quality collections, resources and services designed to meet local needs in the delivery of quality services
for its patrons, and
WHEREAS, the Library Director and Library Commission have determined that an acquisition
policy will facilitate the future development of the Library's collection, and
WHEREAS, the Library Commission and Library Director have approved the Special Acquisitions
Policy, which is attached hereto as Exhibit A, and
WHEREAS, the Library Commission has recommended that the Village Board adopt the attached
Special Acquisitions Policy, 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 and 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 23rd day of November, 2004
Kev Quinlan,
Vi age Presided