S-1232 - 04/08/2008 - LIBRARY - Ordinances Supporting DocumentsITEM 10.11.2)
c w ®r.,Y.1
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 8, 2008
SUBJECT: Special Acquisitions Policy
FROM: Margaret G. Klinkow Hartmann, Oak Brook Public Library Director
BUDGET SOURCE /BUDGET IMPACT: $0
RECOMMENDED MOTION: I move for passage of Ordinance S -1232, An Ordinance
Readopting and Amending the 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.
The Village standardized our approach to acquiring special items such as these for display, for
performing music and perhaps in the future for using technology by adoption of the Special
Acquisitions Policy in 2004. The latest version removes the expanded mission which is covered
in the General Policy and retains policy outlining the accessions criteria, scope of collections,
and deaccessioning of acquisitions.
Recommendation:
The Library Commission and the Director of the Library recommend that Ordinance S -1232 be
passed.
Last saved by Default J \ALL DOGS \BOARD MEMOS \Lib spec acquis agenda apr20081 doc
Last printed 4/2/2008 12 49 PM
ORDINANCE 2008- LY -EX1 -S -1232
AN ORDINANCE READOPTING AND AMENDING
THE SPECIAL ACQUISITIONS POLICY
FOR THE OAK BROOK PUBLIC LIBRARY
WHEREAS, the Village Board of the Village of Oak Brook passed Ordinance 2004- LY- EX1 -S-
1092 entitled, "An Ordinance Adopting a Special Acquisitions Policy for the Oak Brook Public Library" on
November 23, 2004, and
WHEREAS, the Special Acquisitions Policy, (hereinafter referred to as, "Policy"), adopted in 2004,
requires the Library Director and Library Commission to review that Policy periodically, and
WHEREAS, the Library Commission and Library Director recommend revisions in the section in
the Policy pertaining to the mission statement, and
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 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 as amended and readopted 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 8t" day of April, 2008
John W Craig
Village President
PASSED THIS 8t" day of April, 2008
Ayes
Nays
Absent
ATTEST
Charlotte K Pruss
Village Clerk
Ordinance 2008-LY-EX1 -S-1 232
Adopting Special Acquisitions Policy
Page 2 of 2
Oi durance 2008- LY -EX1 -S -1232 EXHIBIT A
Village of Oak Brook
Library Special Acquisitions Policy
I. Purposes
The goals of the Oak Brook Public Library are:
• To provide Oak Brook Public Library patrons with opportunities for information,
learning and recreation through research, exhibits and other educational opportunities;
• To provide for the acquisition, preservation, use and display of special items, such as
art, musical instruments, artifacts and realia in support of the Mission of the Library.
II. Acquisitions
A. General Accessions Guidelines
Authority to accept gifts of special materials, such as musical instruments, art,
artifacts and realia rests with the Manager of the Village of Oak Brook and the
Director of the Oak Brook Public Library, in consultation with the Oak Brook Library
Commission and within the confines of the Village of Oak Brook, Library Special
Acquisitions Policy.
• No one may obligate the Village of Oak Brook to accept any material or object not
consonant with the intent or spirit of the Village of Oak Brook, Library Special
Acquisitions Policy.
• The Village of Oak Brook will provide for preservation, storage, use and display in
keeping with professionally accepted standards.
• The Village of Oak Brook will consider all moral, legal, and ethical implications of
potential acquisitions and document such acquisitions as to provenance.
• The Village of Oak Brook will follow accepted practice regarding deaccession of
materials.
• The Village of Oak Brook will subscribe to the provisions of the UNESCO
Convention prohibiting and preventing the illicit import, export, and transfer of
ownership of cultural property (Nov. 14, 1970).
• Neither the Village of Oak Brook staff nor members of the Oak Brook Public Library
Commission shall offer appraisals of monetary value of objects to donors, or reveal
the Village of Oak Brook's insurance value for the purpose of establishing a fair
market value of gifts offered to the Village of Oak Brook. Donors seeking to take an
income tax gift deduction must obtain an independent appraisal from an authorized
appraiser.
Village Board adopted November 23, 2004
• All objects or materials deposited with the Oak Brook Public Library for possible
acquisition shall have identification and be covered by insurance by the owner. The
owner shall complete and sign a copy of the form used for such purposes. Such
objects are not to be deposited on the Oak Brook Public Library premises for longer
than thirty (30) days. The Oak Brook Public Library accepts no responsibility for
notification of individuals for the return of such deposits. Items not claimed within
two (2) years of deposit will be disposed of by the Oak Brook Public Library
Commission or the Library Director.
B. Scope of Collection
1. Current Priorities and Limitations of Collection
The Oak Brook Public Library contains the following collection strengths:
• A handmade quilt used as a wall hanging;
• A grand piano;
• Two bronze sculptures.
2. Desired Collecting areas
The Village of Oak Brook will collect:
• Sculptures for display inside and outside the Library;
• Equipment for accessing electronic and other media in the Library;
• Musical instruments, primarily for use in the meeting room of the Library;
• Other art for display in the Library.
The Village of Oak Brook will not collect
Items that cannot be preserved or are in poor condition;
Items for which there is not display space.
C. Deaccessioning
Gift items may be deaccessioned on advice of the Director and the Oak Brook Public
Library Commission and with the approval of the Village Manager. The Village of Oak
Brook does not sanction the sale or gift of deaccessioned objects to its employees,
officers, Village trustees or staff, or their representatives.
Proceeds from the sale of deaccessioned materials will be used for acquisitions to the Oak
Brook Public Library.
2
If the material to be deaccessioned was purchased by the Village of Oak Brook, it may be
disposed of in whatever manner the Village Manager, in consultation with the Library
Director and Library Commission, deems appropriate. It may be sold by bid, traded,
offered at public auction, given outright, or discarded.
If material to be deaccessioned was donated to the Village of Oak Brook, it will be
disposed of only in a manner that will protect the interests, objectives, and legal status of
the Village of Oak Brook. This may include returning it to original donor, sale, trade,
offering at public auction, or discard.
3
K+
+, ,40)
•
I111;11 10, 1).
AGENDA ITEM
Regular Board of Trustees Meeting
of
October 28, 2008
SUBJECT: Lladro figurines gift to the Oak Brook Public Library
FROM: Margaret Klinkow Hartmann, Oak Brook Public Library Director
BUDGET SOURCE/BUDGET IMPACT: $5000 for lockable glass exhibit cases
RECOMMENDED MOTION: The Director of the Library recommends that the Village
Board accept the gift by Richard and Carole Rademacher of their collection of Lladro
figurines.
Background/History:
Oak Brook residents Richard & Carole Rademacher have offered the Village of Oak Brook,
through the Oak Brook Public Library, a gift of 223 Lladro figurine pieces with a
current value of $161,000. Important stipulations of the gift are that the addition of the figurines
to our collections must support the mission of the library and that they are put on public display
at least some of the time. The Library can meet these stipulations: The gift supports the Library's
mission to provide citizens with "access to cultural, recreational, intellectual and informational
resources" and the Library can arrange to have public display space available. While the Library
must retain the figurines for three years if the Rademachers are to claim the full tax deduction for
the collection, the Library may retain or sell any of the figurines as the Village chooses.
According to the Village's current Special Acquisitions Policy for the Library (Ordinance 2008 -
Ly-EX 1- S- 1232), any money received from the sale of the figurines is to be used for the
Library's Collection development.
The main cost of this gift is for lockable display cases to house the collection. Three bids were
obtained for the display cases: $5,000 Glass 4U; $6870 School Outfitters; $8,897 Allen Display.
Funds are available to buy the Glass 4U display cases, when transferred from the Landscape
Design Services account for outdoor furniture.
Affk
Last saved by Meg Klinkow V \AGENDA \OCTOBER 28 MEETING \08 -10 -14 Agenda Lladro doe
Last printed 10/20/2008 2 51 PM
The terms of the agreement have been reviewed by the Village legal counsel. If acquired the
items will be added to the Village's fine arts insurance policy.
Recommendation:
The Director of the Library recommends that the Village Board accept the gift offered by
Richard and Carole Rademacher of their collection of Lladro figurines.
Last saved by Meg Klinkow V \AGENDA \OCTOBER 28 MEETING108 -10 -14 Agenda Lladro doc
Last printed 10/20/2008 2 51 PM