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S-1465 - 06/14/2016 - LIBRARY - Ordinances Supporting Documents ITEM 6.13.3) BOARD OF TRUSTEES MEETING VILLAGE,OF SAMUEL E. DEAN BOARD ROOM OAK BR K . BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 AGENDA ITEM Regular Board of Trustees Meeting of June 14, 2016 SUBJECT: Library General Policy FROM: Susan Madorin, Library Director ..JV BUDGET SOURCE/BUDGET IMPACT: none RECOMMENDED MOTION: I move that the Village Board approve and pass Ordinance 2016-LY-EXI-S-1465, An Ordinance Adopting a Revision to the General Policy for the Oak Brook Public Library. Background/History: This policy forms the basis of operations and services offered by the Library. It is reviewed and/or revised as needed by the Library Director and Library Commission. It was last revised on January 28, 2014. The changes in this Policy are in the mission statement, charge thresholds, audible devise usage, virtual office limitations, and prohibition of bringing sporting equipment into the Library. Recommendation: Staff recommends that the Village Board approve Ordinance 2016-LY-EXI-S-1465, An Ordinance Adopting a Revision to the General Policy for the Oak Brook Public Library. BOT AGENDA Page I Ordinance 2016-LY-EX1-S-1465 Adopting Revision to General Policy for Library Page 9 of 10 Library users are requested to assist in the effort to provide a generally quiet atmosphere by conversing in low tones, turning off or setting on vibrate cell phones while in the main area of the Library. Cell phones and other audible devices may only be used in the Lobby. D. Computer Use Rules for computer use are set forth in the Computer Use Policy. E. Personal Property Library users are responsible for their personal property in the Library. Oak Brook Public Library takes no responsibility for personal property lost or stolen on the premises. Bicycles, skateboards, sleds and other sporting equipment are not allowed inside the Library building. F. Library User Behavior Patrons will behave in an appropriate manner that does not infringe upon the productive use and enjoyment of the Library by others or interferes with Library operations. Behavior prohibited may include, but is not limited to: 1. Showing disrespect or being abusive to staff; 2. Shouting or raising one's voice,throwing items or cursing or threatening anyone; 3. Refusing to follow Library policies and procedures; 4. Sleeping in the Library; 5. Having body odor that is disturbing to others; and 6. Being inappropriately dressed or having bare feet. G. Suspension of Privileges Individuals who fail to abide by these rules or other regulations of the Library may have all Library privileges suspended immediately and may be asked to leave the Library premises by the Library Director or the staff member in charge. The duration of the suspension of privileges will be determined and the privileges that are suspended will be specified by the Library Director, in accordance with 75 ILCS 5/4-7(11). Any individual with a grievance regarding suspended privileges may request that the Library Commission review the decision at its regularly scheduled meeting. Ordinance 2016-LY-EX1-S-1465 Adopting Revision to General Policy for Library Page 2 of 10 PASSED THIS 14"day of June, 2016. Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk Ordinance 2016-LY-EX1-S-1465 Adopting Revision to General Policy for Library Page 3 of 10 EXHIBIT A Ordinance 2016-LY-EX1-S-1465 Adopting Revision to General Policy for Library Page 4 of 10 OAK BROOK PUBLIC LIBRARY GENERAL POLICY I. MISSION STATEMENT The mission of the Oak Brook Public Library is to provide a diverse and contemporary collection of resources, enriching programs, and a welcoming atmosphere which impart opportunities for learning and growth and add value to the community. II. GOVERNANCE The Oak Brook Public Library is established and maintained by the Board of Trustees of the Village of Oak Brook under the Village Library Act (75 ILCS 40). The Board of Trustees appoints Library Commissioners according to law (75 ILCS 40/2) and appoints and employs a professional library administrator known as the Library Director. The Board of Trustees approves all policies developed by the Library Commission and the Library Director. Ill. USE OF THE LIBRARY A. Hours and Holidays Oak Brook Public Library is open during the following hours: Monday through Thursday 9:30 am -- 9:00 pm Friday and Saturday 9:30 am-- 5:00 pm Sunday(between Labor Day and Memorial Day weekends) 1:00 pm-- 5:00 pm Oak Brook Public Library is closed on holidays set by the Village of Oak Brook. B. Supervision Requirements for Children The Library is a public facility and Library staff cannot assume responsibility for the supervision, safety and entertainment of children except within the limited context of defined Library programs. This responsibility must be borne by the child's parent, guardian, or designated caregiver. Children under the age of eight(8) must be under the direct supervision of a caretaking adult at all times. Children age eight (8)through ten (I0) may not be left unattended at the Library for more than one hour. Ordinance 2016-LY-EXI-S-1465 Adopting Revision to General Policy for Library Page 5 of 10 C. Unattended Children The Library is not responsible for unattended children. If a child is left without a ride at the Library's closing, library personnel will contact the Oak Brook Police Department to provide assistance. IV. LIBRARY CARDS AND BORROWING PRIVILEGES A. Definition of a Valid Library Card An Oak Brook Public Library card is valid when it conforms to the following conditions: 1. It is registered with the holder's correct name and permanent address in the Library database; 2. The outstanding charges against the holder do not exceed $20.00; 3. The card has not expired; and 4. It is issued to the person in possession of the card. B. Library Card Application Requirements Oak Brook Public Library issues cards free of charge to: 1. Residents Anyone residing within incorporated Oak Brook. A photo ID and proof of residency is required at the time of application for a library card. Post office boxes are not acceptable as proof of residency. A parent/guardian signature is required on applications for cards for children under the age of eighteen (18). The parent/guardian must sign the registration card in person at the Library and may use his/her identification for his/her minor children. Resident cards are valid for three (3) years. Proof of residency is required for renewal of library cards. 2. Property owners (non-resident) Library service shall be provided free of charge to an individual nonresident owning taxable property within Oak Brook. This privilege shall be extended to only one person (the first applicant) for each parcel of taxable property. Identification and proof of ownership is required at the time of application for a library card. These cards are valid for one (1) year. Proof of ownership is required for renewal of the library card. �I 3. Local businesses The Library makes library cards available to local businesses under the following ; conditions: ordinance 2016-LY-EX1-S-1 465 Adopting Revision to General Policy for Library Page 6 of 10 a. The business must have a physical office located within the incorporated limits of the Village of Oak Brook and may not be a post office box or virtual office. b. An authorized agent of the business must supply a copy of their lease or property tax bill. The business is responsible for any overdue or item charges that accrue on the account. The card must be renewed annually. c. The library card is issued in the name of the business. d. These cards are local use only and do not carry reciprocal borrowing privileges. 4. Village employees Village of Oak Brook employees who are not served by another public library may register for a staff card that is valid for one (1) year. Employees residing in an area served by another public library may register as reciprocal borrowers and are given resident privileges. C. Borrowing Privileges Holders of valid Oak Brook Public Library cards are granted borrowing privileges, program participation and the use of all services offered by the Library. Oak Brook card holders also receive reciprocal borrowing privileges at cooperating libraries, subject to Library and consortium policies and procedures. If a borrower returns an Oak Brook Public Library item to another library, the borrower remains responsible for the item and any late fees accrued until it reaches the Oak Brook Public Library. D. Reciprocal Borrowing Privileges Reciprocal borrowing privileges at the Oak Brook Public Library are extended to a holder of a valid Illinois public library card whose clear record can be verified and who holds a card issued by a library that subscribes to the Reciprocal Borrowing Code. A reciprocal borrower receives the same services as a resident card holder,with the following restrictions: 1. May not place holds; 2. Does not receive interlibrary loan services. E. Purchased Nonresident Cards Persons residing in areas unserved by a public library may purchase an Oak Brook Public Library nonresident card. The fee for this card is determined by the Village of Oak Brook Board of Trustees according to the formula set forth by the State of Illinois. This card is valid for one (1) year. ordinance 2016-LY-EX1-S-1465 Adopting Revision to General Policy for Library Page 7 of 10 V. LIBRARY MATERIALS A. Loan Periods Loan periods for the various item types are set forth in circulation procedures. Materials borrowed through interlibrary or direct loan are subject to the restrictions placed by the lender. Oak Brook Public Library reserves the right to limit quantities of item types. Books may be renewed once if not on hold for another user. B. Fees and Charges The following fees and charges are established: Nonresident cards Determined annually by Illinois State Law Nonresident computer user card $5.00 Fiction DVDs,per circulation period $1.00 Replacement Library card $5.00 Returned checks Determined by the Village Finance Officer Interlibrary loan transactions Determined by the lending institution Overdue charges, per day, per item: Books, periodicals, CDs, kits $0.10 DVDs, Video games $1.00 C. Maximum Charge The maximum charge for any u enot to exceed$10 00)plus a five dollar($5 00)processing l plus any overdue fines (such fin esfee. D. Lost or Damaged Material Collection items that are lost or damaged beyond repair will result in a fine equal to the cost of the item, plus a five dollar processing fee ($5.00). If the lost material is found and returned within thirty (30) days of the due date of the item, the library will refund the cost of the item, provided it is in good condition, less the five dollar ($5.00) processing fee and accrued overdue charges. Books that are damaged beyond repair must be replaced. i E. Invalidated Library Card Cards for borrowers accruing charges of twenty dollars ($20.00) or more are invalidated until the fines/fees problem is resolved. Parents/Guardians' cards are invalidated when their child accrues ordinance 2016-LY-EX1-S-1 465 Adopting Revision to General Policy for Library Page 8 of 10 twenty dollars ($20.00) or more in outstanding fines/fees. F. Overdue Notices A maximum of three (3) notices are sent to borrowers by email or regular mail to seek return of Library materials. Oak Brook Public Library staff performs shelf checks for items listed on a notice. Upon verification that the material is still checked out and not on the shelf, notices are mailed to borrowers. Items not returned within fifty (50) days of the due date are considered lost and billed to the patron. G. Returned Checks Any Library user whose check is returned for any reason will be charged a returned check fee at the rate set by the Village Finance Officer in addition to the amount of the check. VI. LIBRARY USER RESPONSIBILITIES A. Presentation and Authority of the Library Card A Library user must present his or her library card at the time of each borrowing transaction. The library card holder is responsible for all materials borrowed on his or her card. Parents/Guardians are responsible for lost, damaged or overdue materials borrowed by their children under the age of eighteen(18). B. Lost Cards Lost cards should be reported to the Library as soon as possible. Card holders are not held responsible for items borrowed on a card after the card has been reported lost. The replacement fee for a lost card is five dollars ($5.00). C. Respect for Library Environment Library users are to behave in a manner suitable to a public library, a place where people come for reading and quiet study. The safety and comfort of all people in the Library is important. Library users are expected to respect all Library property and to use all furnishings, equipment and collections with care. No smoking is allowed in the Library. Eating and drinking, including alcoholic beverages, are allowed at the discretion of the Library Director in conformance with all applicable statutes and Village Policies and Ordinances. Running is not permitted in the Library. Proper attire which includes shoes and shirt is required at all times. ORDINANCE 2016-LY-EX1-S-1465 AN ORDINANCE ADOPTING A REVISION OF THE GENERAL POLICY FOR THE OAK BROOK PUBLIC LIBRARY WHEREAS, the Village Board of the Village of Oak Brook passed Ordinance 94-LY-E1-S-778 entitled, "An Ordinance Adopting a General Policy for the Oak Brook Free Public Library" on August 9, 1994; and WHEREAS, the General Policy, (hereinafter referred to as, "Policy"), adopted in 1994, requires the Library Director and Library Commission to review that Policy as needed and was last modified on January 28, 2014 and codified as Ordinance S-1394; and WHEREAS, the Library Commission and Library Director recommend revisions in the section in the Policy pertaining to Library use and user responsibilities. 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 revision of the Policy, a copy of which is attached hereto and incorporated herein as Exhibit A, is hereby approved and adopted in its entirety. Section 2: The Village Clerk is hereby authorized and directed to publish this ordinance in pamphlet form in the manner provided by law. Section 3: This ordinance shall be in full force and effect from and after its passage, approval and publication as required by law. Section 4: 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. Section 5: The attached revision to the Policy supersedes the General Policy adopted by this Board January 28, 2014. APPROVED THIS 14th day of June, 2016. Gopal G. Lalmalani Village President Ordinance 2016-LY-EX1-S-1465 Adopting Revision to General Policy for Library Page 10 of 10 VII. GIFTS A. Acceptance Criteria The Library Director reserves the right to accept or decline gifts of equipment, materials or money to the Library. Responsibility for appraisals and evaluation of donated materials belongs to the donor. The Oak Brook Public Library will supply an acknowledgment that a gift was accepted. Once accepted, gift equipment or materials become the sole property of the Library. The addition or disposition of gift equipment or materials shall be made according to the criteria set forth in the Collection Management Policy and Special Acquisitions Policy. B. Acceptance Limitations The Library Director reserves the right to accept or decline monetary gifts not exceeding $2,500. Monetary gifts in excess of$2,500 shall be reviewed and approved by the Village President and the Board of Trustees. VIII. PROVISION FOR REVIEW OF THIS POLICY This policy is the basis for the operation and services offered by the Oak Brook Public Library. It will be reviewed and/or revised and approved as needed by the Library Director and adopted by the Library Commission. This policy and all subsequent revisions are subject to the approval of the Village of Oak Brook Board of Trustees.