S-1404 - 08/12/2014 - LIBRARY - Ordinances Supporting Documents ITEM 6.F.2
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AGENDA ITEM
Regular Board of Trustees Meeting
of
August 12, 2014
SUBJECT: Meeting Room& Quiet Study Rooms Policy
FROM: Sue Madorin,Library Director, and the Library Commission Sin4j
BUDGET SOURCE/BUDGET IMPACT: None
RECOMMENDED MOTION: I move for passage of Ordinance 2014-LY-EXI-S-1404, an
Ordinance which approves the revision of the Meeting Room & Quiet Study Rooms Policy
for the Oak Brook Public Library.
Background/History:
The Library Meeting Room and Quiet Study Rooms Policy was most recently revised on
October 9, 2012. The Library commission examined the document and voted unanimously on
July 15, 2014,to recommend the following changes to the Village Board of Trustees: remove
Library procedures from the policy; remove the list of available equipment; and specify when
alcoholic beverages are permitted.
State law and Illinois Library System membership standards recommend that public library
policies be reviewed periodically. Through the review process, the Commission determined to
simplify the policy making it more readable and usable without duplications of information.
Recommendation:
The Oak Brook Public Library Commission and Library Director recommend this ordinance
revising the policy be adopted.
ORDINANCE 2014-LY-EX-S-1404
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 amended in 2010
pursuant to Ordinance 2010-LY-EX1-S-1290, and 2012 pursuant to Ordinance 2012-LY-EX-S-1352; and
WHEREAS, the Library Commission and Library Director have again reviewed 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: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Ordinance as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Adoption of Amended Policy. The Village Board shall, and does hereby, adopt
the Library Meeting Room and Quiet Study Rooms Policy, in the amended form attached to this
Ordinance as Exhibit A.
Section 3: Effective Date. This Ordinance shall be in full force upon passage and approval
in the manner provided by law.
APPROVED THIS 12th day of August, 2014.
Gopal G. Lalmalani
Village President
PASSED THIS 12th day of August, 2014.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Ordinance 2014-LY-EX-S-1404
Library Meeting Room&Quiet Study Rooms Policy
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EXHIBIT A
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APPROVED BY LIBRARY COMMISSION July 15, 2014. APPROVED BY VILLAGE BOARD August 12, 2014
ORDINANCE 2014-LY-EX-S-1404
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 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.
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APPROVED BY LIBRARY COMMISSION July 15, 2014. APPROVED BY VILLAGE BOARD August 12, 2014
ORDINANCE 2014-LY-EX-S-1404
5. Any one (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
1. 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. 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. Attendance is limited to
posted occupancy limits.
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. Groups must provide their own qualified personnel to operate
audio-visual equipment.
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APPROVED BY LIBRARY COMMISSION July 15, 2014. APPROVED BY VILLAGE BOARD August 12, 2014
ORDINANCE 2014-LY-EX-S-1404
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. The Primary
Liaison will be billed for any excessive cleaning charges.
7. Kitchen facilities are available in the meeting room. Cooking is not allowed.
8. 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.
9. 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.
10. Private social functions are not allowed.
11. Programs which are not suitable for the Library's physical facilities, or which would interfere with
the Library's normal operation are not allowed.
12. 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.
13. Smoking is not permitted in the Library or the Library Garden areas as per the Smoke Free Illinois
Act(SFIA).
14. Alcoholic beverages are permitted for Library programs only and in conformance with Illinois
Compiled Statutes and Village Policies and Ordinances on the serving of liquor.
15. Nothing may be attached to the walls, ceiling, floor, furniture, equipment or doors of the meeting
room.
16.No signs or posters pertaining to non-Library sponsored meetings may be posted on Library
property, with the exception of the Community Board.
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.
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.
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APPROVED BY LIBRARY COMMISSION July 15, 2014. APPROVED BY VILLAGE BOARD August 12, 2014
ORDINANCE 2014-LY-EX-S-1404
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.
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.
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