Library Policies
HELEN M. PLUM MEMORIAL LIBRARY
B-1. Freedom of Information Policy. Adopted by the Library Board of Trustees July 8, 2008
It is the policy of the Helen M. Plum Memorial Library Board of Trustees to permit access to and copying of public records in accordance with the Illinois Freedom of Information Act (the “Act”), effective July 1, 1984, balanced, however, by the limited exceptions recognized in the Act to safeguard individual privacy and the efficient operation of the Library and by the purpose of the Act not to further commercial enterprise.
The Library Director is hereby authorized and directed to do the following in regard to compliance with the Act:
1. Establish administrative regulations to guide the Library in complying with the Act. The administrative regulations shall include, but not be limited to, permitting only Library employees to search for and reproduce requested documents, establishing fees for the copying and certification of records and also specifying time limits for appeals from decisions denying documents.
2. Establish the Business office, and the regular hours of that office, as the place and times for submission of requests for documents.
3. Prepare the information directory, block diagram, and index of public records required by the Act.
4. Report or have the board president report to the Board of Trustees at the time of each regular meeting any requests made under the Act and also report the status of the response.
HELEN M. PLUM MEMORIAL LIBRARY.
B–2. Prohibited Gifts Policy. Adopted by the Library Board of Trustees, July 8, 2008
GENERAL POLICY. It is the policy of the Helen M. Plum Memorial Library to comply with the State's Gift Ban Act (5 ILCS 430/Art. 10) through the promulgation of this policy. Neither the Open Meetings Act nor the Freedom of Information Act of Illinois, or any policies of this Library in connection with those Acts shall be applicable to proceedings, meetings or documents involved here, which are exempt therefrom.
COVERED PEOPLE: All Library employees and Library Trustees are covered by this policy.
DEFINITIONS. The terms "gift," "prohibited source," and "employee" whether used in the singular or plural form and as used in this Policy, have the meaning as defined in the State's Gift Ban Act.
PROHIBITED GIFTS. The solicitation and acceptance of any "gifts," from any "prohibited source," are banned and prohibited for all Library employees and Trustees except as provided in the following section of this Policy.
EXCEPTIONAL GIFTS. No employee or member of the Board of Trustees may accept any gift in an amount or having a market value in excess of $25.00 from any supplier, customer or patron of the Library in connection with his or her employment or service on the Board of Trustees except gifts from other employees or members of the Board of Trustees without prior written approval of the Library Director or the Board of Trustees.
This policy shall not apply to food, refreshments, waiver of admission fees or transportation expense in connection with a seminar or meeting relating to training or further Library education in connection with his or her Library duties.
This policy shall not apply to solicitation of donations for Library related projects such as building and grounds improvements, collection development, fixtures and furnishings, upgrades, etc.
ENFORCEMENT. Any employee who violates this policy shall be subject to termination or other discipline, including but not limited to suspension (with or without compensation) of employment for a stated term, a requirement to reimburse, return or turnover of any prohibited gift as directed by the Board of Library Trustees.
ETHICS OFFICER. The President of the Board of Library Trustees shall designate an Ethics Officer for the Library who shall review Statements of Economic Interests and disclosure forms for members, officers and employees of the library before they are filed and provide guidance to members, officers and employees in the interpretation and implementation of the State Gift Ban Act.
HELEN M. PLUM MEMORIAL LIBRARY.
B-3. General Financial Policy. Adopted by the Library Board of Trustees, September 9, 2008
The Library has a Board-approved written Working Budget. This Budget is developed annually as a cooperative process between the Board, the Library Director, and additional staff members with responsibility for budgetary elements. It shall be based on the Strategic Plan of the Library and needs of the community.
The Library shall have a written time line for budget development.
Committed funds are set aside at the end of each fiscal year by Board action and should only be spent for the purposes for which they were originally budgeted, or as determined by the Board.
The Library Director will report monthly on money available in reserves, and the intended expenditures of that money.
Money in the Special Reserve Fund shall not be used to balance the annual operating Budget, but shall only be spent for special purposes as designated in the plan on file with the Village of Lombard.
The Special Reserve Fund balance shall be no less than $125,000. or as determined by the Board.
The Library maintains adequate records of financial operations in a manner easily understood by the public as well as by the Board of Trustees and Library Director. This record of financial operations is presented at each Board of Trustees monthly meeting and clearly indicates the financial position of the Library. In addition to the general financial position of the Library, this record clearly indicates the current position of each budgetary line item including budgeted amount and monthly and year to date receipts and expenditures.
Library accounting is done on a cash basis.
HELEN M. PLUM MEMORIAL LIBRARY.
B-4. Investment Policy. Adopted by the Library Board of Trustees, September 9, 2008
Section 100. General Policy: It is the policy of the Library to invest public funds in a manner which will provide the highest investment return with the maximum security while meeting the daily cash flow demands of the Library in conforming to all state and local statutes governing the investment of public funds: 75 ILCS 16/30-55.75 and Public Funds Investment Act, P.A. 87-1277.
Section 101. Scope: This policy includes all funds governed by the Board of Library Trustees.
Section 102. Prudence: The standard of prudence to be used by investment officials shall be the "prudent person" standard. Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital, as well as the probable income to be derived.
Section 103. Objective: The primary objective, in order of priority, shall be:
- Legality - conformance with federal, state and other legal requirements.
- Safety - preservation of capital and protection of investment principal.
- Liquidity - Maintenance of sufficient liquidity to meet operating requirements.
- Yield - Attainment of market rates return.
The portfolio should be reviewed periodically as to its effectiveness in meeting the Library's need for safety, liquidity, rate of return, diversification and its general performance.
Section 104. Delegation of Authority: Management and administrative responsibility for the investment program is hereby delegated to the Treasurer of the Board of Library Trustees, with assistance of staff.
Section 105. Ethics and Conflicts of Interest: Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions.
Section 106. Authorized Financial Dealers and Institutions: The Treasurer, with assistance of staff, shall maintain a list of financial institutions authorized as depositors for funds and to provide investment services.
Should it become necessary to use an investment advisor or money manager, the Board of Trustees shall establish a policy regarding their selection.
Section 107. Authorized and Suitable Investments: Investments may be made in any type of security allowed for by Illinois statutes regarding the investment of public funds.
Section 108. Collateralization: Funds on deposit (checking accounts, certificates of deposit, etc.) in excess of FDIC limits must be secured by some form of collateral, witnessed by a written agreement and held at an independent-third party institution in the name of the Library.
Section 109. Safe keeping and Custody: All security transactions, including collateral for repurchase agreements, entered into by the Library shall be conducted in a manner that ensures safety. The Library is required to keep receipts and a written record of all transactions.
Section 110. Diversification: The Library shall diversify its investments to the best of its ability based on the nature of the funds invested and the cash flow needs of those funds.
Section 111. Maximum Maturities: To the extent possible the Library shall attempt to match its investments with anticipated cash flow requirements. Therefore, the Board of Trustees shall establish a maximum maturity limit for securities, unless they are matched to a specific cash flow or if the investments’ maturity are made to coincide as nearly as practicable with the expected use of the funds.
Section 112. Current Practice: All funds under the control of the Library Board of Trustees are generally invested in the Illinois Fund except for accounts (such as checking and money market accounts) created for special purposes.
Section 113. Operational Procedures/Internal Control: Investments are left to the discretion of the Library Director, and monthly reports on investments are to be submitted to the Board of Trustees. No monies from any Library accounts are to be transferred into any accounts other than those accounts belonging to the Library.
Section 114. Performance Standards: This investment portfolio will be managed in accordance with the parameters specified within this policy.
Section 115. Reporting: The Treasurer, with assistance of staff, shall prepare an investment report at least monthly. The report should be provided to the Board of Library Trustees and be available on request. The report should be in a format suitable for review by the general public. An annual report should also be provided to the Board. The report shall include information regarding securities in the portfolio by class or type, book value, income earned and market value as of the report date.
Section 116. Investment Policy Adoption: The investment policy shall be adopted by the Board of Library Trustees. The policy shall be reviewed on an annual or as needed basis. Modifications made to the policy must be approved by the Board of Library Trustees.
HELEN M. PLUM MEMORIAL LIBRARY.
B-5. Policy on Authority to Spend. Adopted by the Library Board of Trustees, September 9, 2008
The Library Director is authorized to spend any amount specified in the Working Budget or Committed Funds without further Board approval, within the guidelines of bid requirements in the Bylaws.
The Library may spend in excess of $20,000 only after completing the formal bid process as described in Illinois Law.
If the Director becomes aware that a budgeted account in the Working Budget will be overspent, the Director is to notify the Board of Trustees at the next regular meeting.
The decision as to whether or not to bid outsourced goods and services shall be at the discretion of the Director.
The Board does not pre-approve individual payments before the checks are distributed, but does vote to confirm them at the next monthly Board meeting. If the Board has concerns about how the money was spent, the Board will have the Director address the problem, which may include requesting a refund.
The Board authorizes the use of credit cards for Library business by the Director and department heads.
HELEN M. PLUM MEMORIAL LIBRARY.
B-6. Policy on Routine Banking Procedures. Adopted by the Library Board of Trustees, September 9, 2008
The Library Director or designee is authorized to make deposits into appropriate Library accounts. Such deposits include, but are not limited to, the deposit of accumulated fees and fines, gifts, donations, grants, and tax receipts.
The Library Director or designee is authorized to transfer funds from one Library account to another Library account for payment of monthly Library bills.
The signers for each account are determined by the Board of Trustees at its biannual organizational meeting. All checks must be signed by two people.
HELEN M. PLUM MEMORIAL LIBRARY
B-7. Disposal of Surplus Library Materials. Adopted by the Library Board of Trustees, December 9, 2008
Real or personal Library property which in the judgment of the Library Director is no longer necessary or useful for Library purposes may be disposed of in accordance with 75 ILCS 5/4-16.
Personal property that the Library Director deems to have a unit value of more than $1,000 will be disposed of in accordance with the above statute.
Personal property that the Library Director deems has a unit resale value of less than $1,000 resale value may be disposed of in any manner, and at any time, by the Director, without further action of the Library Board of Trustees.
No favoritism shall be shown to members of the Board of Library Trustees, or members of their immediate families, or current employees, who make bids on or purchase any library item declared surplus.
HELEN M. PLUM MEMORIAL LIBRARY.
B-8. Non-tax funds. Adopted by the Library Board of Trustees, December 9, 2008
The Library Board of Trustees welcomes and encourages donations, grant applications, and the use of fundraising efforts, to supplement property tax collections.
Existing Reserves
The Future Fund was created with the monies received from the SOM/Wil-Freds lawsuit. These funds may be spent only on expansion and other one-time only purchases.
The Von Poven Account shall be a quasi-endowment account. The interest is used for special expenses as they arise, and the principal shall be used as the Board of Trustees chooses.
The Carol Anne Robbins Account is a perpetual account of $160,000.00. The interest generated may only be used to fund scholarships for graduate and undergraduate study in library science.
The Edgar Robbins Account is a perpetual account of $320,000.00. The interest generated may only be used to fund improvements in Youth Services.
The Endowment Account includes all other monies held as memorials. The interest generated is used to buy items for the collection. The interest is used for special expenses as they arise, and the principal shall be used as the Board of Trustees chooses.
Grants
The Board of Trustees votes on all grant applications.
Grant funds received are kept in a separate itemized account within the Operating Fund.
Friends of the Library funds
The Friends of the Library is an independent body and is free to accept or decline requests for donations. The Library asks the Friends for donations as chosen by the Director.
HELEN M. PLUM MEMORIAL LIBRARY
B-9. Bylaws. Adopted by the Library Board of Trustees, May 20, 2011
ARTICLE I. ORGANIZATION
Section 1. The Helen M. Plum Memorial Public Library District is a district library organized and established under the provisions of the "Illinois Public Library District Act of 1991,” Chapter 75, Act 16 of the Illinois Compiled Statutes, and exercising the powers and authority and assuming the responsibilities delegated to it under the said statute.
Section 2. All actions of the Board of Trustees are governed by the laws of the State of Illinois relating to libraries and the pertinent ordinances of the Village of Lombard and federal laws where applicable. These rules are supplementary to the provisions of the statutes of the State of Illinois as they relate to the procedures of Boards of Library Trustees.
ARTICLE II. FULL BOARD MEETINGS
Section 1. Regular meetings shall be held each month at the Library, the date and hour to be set by the Board at its biannual organizational meeting. Meeting dates shall not be changed unless there is a lack of a quorum. Each Trustee shall be notified of all meetings and public notice and conduct of meetings shall be pursuant to the requirements of the Illinois Open Meetings Act, Chapter 5, Act 120 of the Illinois Compiled Statutes. Any Trustee who is unable to attend a meeting, or expects to be late, will contact the presiding officer or the Library Director to indicate that he or she will be absent or late.
Section 2. A quorum shall be required to convene a meeting. A quorum shall consist of four Trustees.
Section 3. Special meetings may be called by the President or at the request of any two Trustees for the transaction of business stated in the call. Each Trustee shall be notified before the meeting date and no other business shall be conducted at such special meeting. Public notice of such special meetings shall be given pursuant to the requirements of the Illinois Open Meetings Act, Chapter 5, Act 120 of the Illinois Compiled Statutes.
Section 4. An agenda for each meeting shall be prepared by the Library Director and reviewed by the presiding officer and shall be included with notification of the meeting, together with the minutes of the previous meeting.
Trustees who request action items to be included on the agenda should notify the President at least one week in advance of the meeting. The President may include on the agenda such items if s/he sees fit. If the President chooses not to include such item on the agenda, the requesting Trustee shall be notified in advance of the meeting. If a majority of Trustees request an agenda item, the President shall include it on the agenda.
Section 5. Unless otherwise determined by the Board, the order of business shall be as follows:
1) Call to order
2) Roll call, recording both present and absent members
3) Public presentation to, or discussion with, the Board
4) Adoption of the Agenda
5) Committee reports, including action items
6) Consent agenda
7) Unfinished business
8) New business
9) Communications
10) Librarian's Report
11) Adjournment
Section 6. At each regular and special open meeting, the members of the public and Library employees may comment on or ask questions of the Board, subject to reasonable constraints, during the “Public presentation” section of the meeting. The individuals appearing before the Board are expected to follow these guidelines:
1. The Board President will ask if anyone wishes to address the Board and will determine the order in which speakers will be recognized.
2. Address the Board only at the appropriate times as indicated on the agenda and when recognized by the Board President.
3. Identify oneself by full name and address, and group affiliation, if any.
4. Limit comments to 5 minutes, and speak to the point, unless additional time is granted by the President. In unusual circumstances, and when the person has given advance notice of the need to speak for a longer period of time, such person may be allowed to speak for more than 5 minutes.
5. The Board President may shorten or lengthen a person’s opportunity to speak. The President may also deny the opportunity to speak to a person who has previously addressed the Board on the same subject within the past 2 months.
6. No more than 20 minutes shall be allowed to each subject under discussion, except with unanimous consent of the Board.
7. Members of the audience will not be allowed to speak a second time until all members of the audience who wish to speak have been allowed to speak.
8. The Board President shall have the authority to determine procedural matters regarding public participation not otherwise defined in Board policy. The President may grant a request to address the Board during other portions of the meeting. An immediate response from the Board is not required.
Petitions or written correspondence to the Board shall be presented to the Board at the next regularly scheduled Board meeting.
Minutes are a summary of the Board’s discussions and actions. Speaker requests to append written statements or correspondence to the minutes are not favored. Generally, written materials presented to the Board will be included in the Library’s files rather than in the minutes.
Section 7. Parliamentary procedure of the Board shall be governed by Robert's Rules Of Order in all cases to which they are applicable assuming they do not conflict with these Bylaws.
Section 8. A majority of the votes of all Trustees present and voting, provided those present constitute a quorum, shall be required for the passage or adoption of any motion or resolution. No absentee voting shall be permitted.
The President may vote upon and may move or second a proposal before the Board.
Section 9. Teleconferencing / Electronic Participation at Meetings.
a. For the purpose of conducting Library business under abnormal/unusual circumstances (e.g., medical/health problems of a Trustee), participation in meetings via communication devices may be utilized.
b. Communication devices include, without limitation, audio and/or video equipment which enable Trustees not physically present in a meeting room to participate in discussions and votes and interact with those present on all motions, discussions, and votes.
c. As with all meetings, meetings where communication devices are used shall be conducted in accordance with the provisions of the Illinois Open Meetings Act.
d. All Trustees attending Meetings in person or participating in Meetings via communication devices shall be counted toward establishing a quorum and may vote on all issues presented.
e. At such times as necessary, a meeting room will be equipped with communication devices which allow Trustees physically present and Trustees who wish to participate who are not physically present to interact with those present on all motions, discussions, and votes.
f. In the event Library Staff and/or members of the public are asked by Trustees for input or the participation in discussions, communication devices will be set up to allow such input/participation.
g. The circumstances supporting use of communication devices shall be announced at the start of a meeting and such circumstances shall be noted in the minutes of the meeting.
h. The use of communication devices shall be used sparingly and only under extraordinary circumstances.
i. The Secretary of the Board will note in the minutes of any meeting which utilizes communication devices that the meeting was conducted with one or more Trustees (identified by name) not physically present in the meeting room and that such Trustee’s participation in the meeting was via a communication device.
Section 10. A biannual organizational meeting to elect officers, adopt the policies of the previous Board of Trustees, establish bank accounts, and establish meeting dates shall be held immediately after the swearing in of new Trustees.
Section11. An annual meeting shall be held in July for the purpose of hearing the annual reports of the librarian and committees and to take a tour of the building and facilities. The report should include a summary of the year’s work with detailed account of the receipts and expenditures, a budget for the following year, and other information according to statute. Information from this report will be incorporated within the Illinois State Library annual report.
Section 12. Any rule or resolution of the Board, whether contained in these Bylaws or otherwise, may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting at which at least two thirds (five) of all members of the Board shall be present and at least two-thirds of those present (four) shall so approve.
ARTICLE III. TRUSTEES AND OFFICERS
Section 1. The Board of Trustees of the Helen M. Plum Memorial Public Library District shall consist of seven members elected at the municipal election held in the odd-numbered years.
The term of office shall be four years.
Section 2. The Powers and Duties of the Board of Trustees shall be those defined by the Illinois Public Library District Act of 1991 (75 ILCS 16/30‑55) including but not limited to the following:
A. To appoint a professionally qualified, competent Library Director and determine his or her salary.
B. To establish the conditions of employment for the staff.
C. To adopt written policies to govern the operation of the Library and assign their execution to the Library Director.
D. To secure adequate funds to carry out programs of the Library and to provide for improvement of materials and services.
E. To exercise exclusive control over all monies collected for the Library.
F. To exercise exclusive control over all Library property.
G. To provide for building and space needs and maintain Library property.
H. To study the present and future role of the Library with respect to community needs, trends and interests.
I. To advocate for the Library at the community, state and federal level.
Section 3. The Board shall determine the financial requirements of the Library and shall prepare an appropriation budget and tax levy request pursuant to the requirements of Illinois statutes.
Section 4. The Trustees shall attend Board meetings regularly, perform such duties as are assigned, and serve as liaison between the Library and the community. In the event of a vacancy of a Trustee seat, the Board shall appoint a member as soon as possible to serve the remainder of that term until the next regularly scheduled election as described in the Public Library District Act of 1991, Section 16/30-25. At this time the vacancy shall be filled by a Trustee duly elected for the unexpired portion of the term left vacant.
Section 5. The officers of the Board shall be President, Vice-President, Secretary and Treasurer.
Section 6. Officers shall be elected at the biannual organizational meeting held in the odd-numbered years for a term of two years. The president shall not serve more than three consecutive terms.
Section 7. A vacancy in an office shall be filled by a ballot vote of the Board, and the Trustee elected shall serve in that office until the next biannual organization meeting. No name shall be placed in nomination without the consent of the nominee.
Section 8. The duties of all officers (including the customary duties that usually fall to such officers) shall be:
A. The President shall preside at all meetings of the Board, authorize calls for any special meetings, appoint all committees, execute all documents authorized by the Board, serve as executive officer of the Board, be an ex-officio member of all committees, and serve as official spokesman for the Board.
B. In the absence or disability of the President, or a vacancy in that office, the Vice-President shall assume and perform the duties and functions of the President. In the absence of both, the Secretary shall assume the duties of President. In the absence of the President, Vice President and Secretary, the Treasurer shall assume the duties of President.
C. The Secretary shall arrange to issue notice of all regular and special meetings, see that legal minutes of all Board meetings are taken and shall recommend and sign official Library correspondence. The Secretary acts as the Library’s election official, and certifies ordinances and other legal documents as required.
D. The Treasurer shall have custody of all funds of the Board, including income and special funds, and shall arrange to keep a separate record thereof and shall arrange for a deposit of all such funds in a financial institution approved by the Board.
The Treasurer shall be bonded in an amount as is required by the provisions of the Public Library District Act of 1991, Section 16/30-45 (e) of the Illinois Compiled Statutes.
The Treasurer shall present monthly and annual financial reports to the Board.
The Treasurer shall present bills to be paid from the proper accounts upon approval of the Board.
In the absence of the Treasurer or when he or she is unable to serve, the President or Vice-President may perform the duties of the Treasurer.
Section 9. To be effective, Trustees must attend most meetings, read materials presented for review, and attend an occasional Library System (or other Library related) workshop, seminar, or meeting. The Library Director will make the dates of these workshops known to the Board in a timely manner. It is the goal of the Board of Library Trustees to have each Trustee attend a minimum of one Library System (or other Library related) workshop, seminar, or meeting during each calendar year. Trustees are not to be compensated pursuant to statute, but will be reimbursed for necessary and related expenses as Trustees.
Section 10. Trustees using their own vehicle will be reimbursed at the rate allowed by the IRS for travel to and from any Library-related workshop, seminar, or meeting. Board members are not exempt from late fees, fines, or other user fees.
Section 11. The Library Director shall meet with new trustees to examine the property and review services, and shall present to new trustees a packet which includes Library policies and other material, a list of trustees and committees, minutes and financial reports for the previous 3 months, and other pertinent information.
ARTICLE IV. COMMITTEES
Section 1. The standing advisory committees to the Board shall be:
1.The Audit Committee
2.The Building and Grounds Committee
3.The Community Relations Committee
4.The Director Relations Committee
5.The Policy Committee
6.The Strategic Planning Committee.
Except for the Audit Committee and the Director Relations Committee, each standing advisory committee shall be comprised of one Trustee as Chairperson, and one Trustee as alternate Chairperson. Alternate Chairpersons must attend the meetings in the absence of the Chairperson.
The Audit Committee and the Director Relations Committee each consist of three Trustees. The Audit Committee cannot include the Board Secretary.
The President shall appoint the Chair, alternate Chair positions and the three Audit and Director Relations Committee Trustee members at the next regular Board meeting following the biannual organizational meeting.
Except for the Audit Committee and the Director Relations Committee each committee shall include between three and eight voting members who are residents of the Library District, besides the Chairperson. The Chair of each committee shall recommend committee members to the Board of Trustees. Selection of committee members is then ratified by the full Board of Trustees.
The Board President serves as an ex-officio member of each standing advisory committee. The Library Director shall attend all committee meetings unless specifically requested not to attend.
The Chairperson of each committee shall only vote in case of a tie. District resident members may only serve on one committee at a time. Except for the Audit Committee and the Director Relations Committee, a quorum shall consist of a simple majority of the committee, not including the Chairperson.
Each advisory committee shall make recommendations to the full Board regarding matters of policy and Board actions, and shall not become involved in the day-to-day administration of the Library. Besides the committee charges listed below, each committee shall consider other matters which are referred to it by the Board of Trustees. The Library shall be the depository of all committee reports.
The Chairperson of each committee shall set up a schedule of proposed meeting dates. In the event there are no topics of concern, meetings need not be held.
Section 2. Committee charges are:
Audit Committee shall review the annual financial audit, and all Secretary’s records, legal notices, ordinances and written minutes for completeness and accuracy. The Committee shall review all minutes of closed session meetings twice a year to consider opening them to the public.
The Building and Grounds Committee shall review the general condition of the building and grounds and recommend steps for maintenance and major repairs, and investigate and recommend to the Board costs and plans for alterations, remodeling or additions.
The Community Relations Committee shall investigate community-related issues that will impact Library services, as needed, and make recommendations to the Board of Trustees. It works to increases Trustee visibility in the community. It provides ongoing support to the Friends of the Library. It shall include the President of the Friends of the Library.
The Director Relations Committee shall serve as a liaison between the Board and the Director in matters relative to his/her employment throughout the year. It shall discuss with the Director his/her annual performance evaluation and job description, and make recommendations to the Board of Trustees on same. It manages the Board self-evaluation process.
The Policy Committee shall discuss and review all policies before presentation to the Board. The Committee shall review existing policies in a systematic fashion, considering additions, changes and deletions. All policies are to be reviewed at an interval not to exceed three years. All policies, after Board approval, will be made readily available to the public.
The Strategic Planning Committee shall develop, monitor, and report to the Board of Trustees on the long-range plans of the Library.
Section 3
The Board may from time to time, by motion, create ad hoc committees to advise the Board in a particular area. In doing so, the Board shall consider:
Who are the members
Number of voting members
Chairperson and alternate chairperson
Each ad hoc committee shall cease to exist upon acceptance of the committee’s final report to the Board.
ARTICLE V. ETHICS AND CONFLICT OF INTEREST
Section 1. Trustees who accept Board responsibilities are expected to perform all of the functions of Library Trustees.
Section 2. Trustees shall observe ethical standards with truth, integrity and honor.
Section 3. Library Trustees shall abide by all terms of the Village of Lombard, State of Illinois, and United States government laws governing ethical behavior of public officials.
Section 4. Trustees will not solicit, accept, or agree to accept, gifts, loans, gratuities, discounts, favors, hospitality, or services that are being offered with intent to influence official action.
Section 5. Trustees will not accept economic, advancement, or honorary opportunities under circumstances when it may be reasonably inferred that the opportunity is being offered with intent to influence official action.
Section 6. Trustees and officers who must take an official action that may be construed as conflicting with personal, family, monetary, or employment interests should abstain from official action if there is no reasonable way to eliminate the conflict.
Section 7. Trustees and officers will not engage in economic activity that involves the use or sale of information gained in the course of official duties.
Section 8. When discussing Library matters, Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the Library, acknowledging the formal position of the Board even if they personally disagree.
Section 9. A Trustee must respect the confidential nature of Library business while being aware of and in compliance with applicable laws governing freedom of information.
Section 10. Trustees should support the principles of intellectual freedom.
ARTICLE VI. ADMINISTRATION AND OPERATION
Section 1. The Library Director shall be responsible for the administration of the Library under the direction and review of the Board. The Library Director’s duties and responsibilities are included in the Board-approved job description.
The Library Director's performance shall be evaluated formally by the entire Board once a year.
Section 2. At least three quotations must be secured in advance on individual expenditures over $10,000. The formal bid process must be used for expenditures of $20,000 or more.
Section 3. All residents of the Library District shall be entitled to a Library card without charge. Other persons who are issued cards shall pay a fee in an amount determined by the Board of Trustees, in accordance with the requirements of the Illinois State Library.
Section 4. Checks on the Library funds shall be signed by any two of the above duly authorized officers or one officer and the Library Director.
Section 5. The Board conducts a self-evaluation once a year.
ARTICLE VII. LIBRARY RECORDS
Section 1. Administrative records of the Library shall be kept in the Library and shall be available to the general public upon request, in accordance with provisions of the Freedom of Information Act. These shall include the monthly and annual reports of the Library, all financial reports, minutes of the public Board meetings, and actions and other such items as the Board or Library Director shall file there.
Section 2. Staff personnel records are confidential and shall be kept in a secure place, and only the Library Director or any person authorized by the Library Director shall have access to these records.
Section 3. Confidential records of the Board, such as personnel records concerning the Library Director, shall be kept in the Library, and only members of the Board and the Director shall have access to these records.
Section 4. Circulation records and other records identifying the names of Library users with specific materials are recognized as confidential in nature, and access thereto is restricted to Library staff and those members of the public with a legitimate interest, as hereafter provided for.
Section 5. All Library staff and employees are advised that such records shall not be made available to casual members of the public, the press, or to any agency of State, Federal, or Local government, except pursuant to such process, order, or subpoena as may be authorized under the authority of and pursuant to Federal or State law relating to civil, criminal, or administrative discover procedures or legislative investigative power.
Section 6. Library staff shall observe the following procedures: On receipt of any legal process, order, or subpoena, the Library Director or Person in Charge will immediately inform the President of the Board and consult with the Library Attorney to insure that (a) the document is in proper legal form, and (b) there has been a proper showing of good cause for its issuance in a court or administrative body of competent jurisdiction. Until the legality of such process, order, or subpoena has been affirmatively shown to the satisfaction of the Library Attorney, the Library will resist its issuance or enforcement until any such defects have been cured.
ARTICLE VIII. AMENDMENTS
Section 1. Amendments to the Bylaws may be proposed at any regular meeting and become effective after approval by at least four Trustees at the next regular meeting. Written notice of the proposed amendments shall be provided to all Trustees at least one week before the meeting at which the vote will be taken.
Section 2. These Bylaws may not be suspended by the Board for any one meeting unless by a majority vote of those members present at that meeting.
HELEN M. PLUM MEMORIAL LIBRARY.
B–10. Indemnification. Adopted by the Library Board of Trustees, March 20, 2009
Section 1: Any Trustee, officer or employee of the Library or of any other organization, committee, or group which he or she served in any capacity at the request of the Library and for the benefit of the Library shall be indemnified, defended and held harmless by the Library from and against all liabilities, losses, expenses, judgments and amounts paid in settlement which may be imposed upon, come due, or which are reasonably incurred or paid by such Trustee, officer or employee in connection with or resulting from any claim made against him or her or any action, suit, proceeding or investigation in which he or she may be involved, by reason of his or her being or having been such Trustee, officer or employee. The foregoing indemnity shall not extend, however, to any of the following:
A. Any liability, loss or expense with respect to a matter as to which such person is finally adjudged to be guilty of bad faith, or actual malice, or willful and wanton misconduct in the performance of duties as such Trustee, officer or employee.
B. Any payment, expense or cost arising out of a settlement of any claim, action, suit or proceeding unless:
1. such settlement shall be approved by a court having jurisdiction over such claim, action, suit or proceeding with express knowledge of the existence of the indemnification provided hereby, or;
2. such settlement shall have been made upon the written opinion of the Library ’ s legal counsel to the effect that there is no reasonable ground for any finding of bad faith, or of actual malice, or willful and wanton misconduct on the part of such Trustee, officer, or employee and that the anticipated cost of such settlement will not substantially exceed the estimated cost and expense of defending such claim, action, suit or proceeding to a final conclusion;
C. Any suit or claim made by the Library against such Trustee, officer or employee;
D. The cost of independent legal representation in any such action, suit or proceeding if the Library offers or otherwise indicates its willingness to provide an adequate legal defense with respect to such claim, action, suit, proceeding or investigation;
E. Any judgment for punitive or exemplary damages.
Section 2: A judgment or conviction in a criminal proceeding or termination of such proceeding by a plea of nolo contendere or its equivalent shall not be deemed an adjudication that the Trustee, officer or employee is liable for misconduct in the performance of his or her duties to the Library if it shall be determined by a court of competent jurisdiction or by a majority of the Library Trustees who are not parties to the proceeding that the action complained of on the part of the Trustee, officer or employee was taken in good faith in what he or she considered to be the best interests of the Library and on the reasonable assumption of its legality.
Section 3: The foregoing rights of indemnification shall not be exclusive of any other rights which any Trustee, officer or employee may have as a matter of law. The foregoing rights of indemnification shall, in the case of the death of a Trustee, officer or employee, inure to the benefit of his or her successors.
Section 4: This policy shall be in full force and effect from and after its passage and approval according to law. Any policies in conflict herewith are hereby repealed. If any part of this policy is adjudged invalid or unconstitutional, such adjudication shall affect only that part of this policy specifically covered thereby and shall not affect any other provisions or parts of this policy but shall be severable therefrom.
Helen Plum Library
B-11. Policy for Search Warrants – Conventional. Adopted by the Library Board of Trustees, March 10, 2009
This Policy for Search Warrants - Conventional is designed to assist Library Staff in responding to conventional search warrants, i.e., search warrants not issued under the Patriot Act. A separate policy exists for search warrants issued under the Patriot Act given the non-disclosure requirements of the Patriot Act.
For purposes of this Policy, conventional search warrants are referred to as “search warrants/cv”.
Library Staff will cooperate with law enforcement officials to allow access to items within the scope of the search warrant/cv while at the same time seek to protect the rights of patrons in accordance with the Illinois Library Records Confidentiality Act (75 ILCS 70/1-2).
A. Designated Library Individual.
The Library Director will handle all requests to search Library records pursuant to a search warrant/cv.
In the absence of the Director, the Person in Charge will deal with a search warrant/cv
B. Identify Serving Officer.
The Library Director or Person in Charge will request identification from law enforcement officials and record their names, badge numbers, and agencies.
C. Review Search Warrant/CV for Content.
The Library Director or Person in Charge will review the search warrant/cv when served and will contact the Library Attorneys for consultation concerning the scope of the search warrant/cv and compliance procedures.
The Library Attorneys are: Roger A. Ritzman
Office Phone: 630/665-1900
Home Phone: 630/668-6476
Robert T.C. Kay
Office Phone: 630/665-1900
Home Phone: 630/690-2253
D. Request the Presence of Library Attorney.
The Library Director or Person in Charge will ask law enforcement officials to wait until the Library Attorney is present before beginning the search.
E. Cooperate with Officials.
The Library Director or Person in will cooperate with law enforcement officials to help identify the materials falling within the scope of the search warrant/cv.
F. No Access to Other Records.
The Library Director or Person in will not permit access to materials beyond the scope of the search warrant/cv, i.e., materials not specifically identified in the search warrant/cv.
G. Record Evidence Viewed or Taken.
The Library Director or Person in will record all materials viewed, copied, or removed from the Library during the search.
H. Provide this Policy
To assist law enforcement officials, a copy of this Policy will be provided promptly to the officials upon their arrival at the Library.
Helen Plum Library
B-12. Policy for Search Warrants - PATRIOT ACT. Adopted by the Library Board of Trustees, March 10, 2009
This Policy for Search Warrants - Patriot Act is designed to assist Library Staff in responding to search warrants issued under the Patriot Act.
For purposes of this Policy, search warrants issued under the Patriot Act are referred to as “search warrants/pa”.
Library Staff will cooperate with law enforcement officials to allow access to items within the scope of the search warrant/pa while at the same time seek to protect the rights of patrons in accordance with the Illinois Library Records Confidentiality Act (75 ILCS 70/1-2).
A. Designated Library Individual.
The Library Director will handle all requests to search Library records pursuant to a search warrant/pa.
In the absence of the Director, the Person in Charge will deal with a search warrant/pa:
B. Identify Serving Officer.
The Library Director or Person in Charge will request identification from law enforcement officials and record their names, badge numbers, and agencies.
C. Review Search Warrant/PA for Content.
The Library Director or Person in Charge will review the search warrant/pa when served and will contact the Library Attorneys for consultation concerning the scope of the search warrant/pa and compliance procedures.
The Library Attorneys are: Roger A. Ritzman
Office Phone: 630/665-1900
Home Phone: 630/668-6476
Robert T.C. Kay
Office Phone: 630/665-1900
Home Phone: 630/690-2253
D. Request the Presence of Library Attorney.
The Library Director or Person in Charge will ask law enforcement officials to wait until the Library Attorney is present before beginning the search.
E. Cooperate with Officials.
The Library Director or Person in Charge will cooperate with law enforcement officials to help identify the materials falling within the scope of the search warrant/pa.
F. No Access to Other Records.
The Library Director or Person in Charge will not permit access to materials beyond the scope of the search warrant/pa, i.e., materials not specifically identified in the search warrant/pa.
G. Record Evidence Viewed or Taken.
The Library Director or Person in Charge will record all materials viewed, copied, or removed from the Library during the search.
H. Provide this Policy
To assist law enforcement officials, a copy of this Policy will be provided promptly to the officials upon their arrival at the Library.
I. NO DISCLOSURE OF SEARCH.
NO PERSON WILL DISCLOSE THE RECEIPT OF THE SEARCH WARRANT/PA OR THE SEARCH TO ANYONE EXCEPT THE LIBRARY DIRECTOR AND/OR THE LIBRARY ATTORNEY.
HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT.
B-13. Policy on Division of Responsibility Between Board and Director. Adopted by the Library Board of Trustees, February 9, 2010
I. Goals and Objectives for the Library.
A. Board responsibility.
It shall be the duty of the Board to determine the goals and objectives of the Library and the methods of meeting them, to review the goals and objectives annually, and to evaluate progress.
B. Director responsibility.
The Director shall provide assistance and direction in setting goals and objectives and in determining means of evaluation and take responsibility for implementation.
C. Joint responsibility.
The Board shall relate the Library and its program to the community and its needs through systematic study of the community and through systematic analysis of Library service with the assistance of the Director, who shall participate fully and prepare regular reports on current progress and future needs.
II. Written Policies.
A. Board responsibility.
The Board shall determine and adopt written policies to govern operation, use, and programs of the Library and shall adopt bylaws for Board procedures.
B. Director responsibility.
The Director shall recommend needed policies to the Board and supply samples and sources of information. The Director shall carry out the policies as adopted by the Board with recommendations and materials for study, and administer the Library within the framework of the Library’s goals, objectives, policies, and budget.
C. Joint responsibility.
Both the Board and the Director shall know local, state, and national laws which affect libraries and play an active role in initiating and supporting beneficial library legislation; shall participate fully in the library system and make use of the consultants of the Illinois State Library; shall attend regional, state, and national library association meetings and workshops when possible and join appropriate organizations working for improved libraries; and shall read library publications.
III. Governance.
A. Board responsibility.
The Board shall cooperate with other local government officials, keeping in mind the special legal responsibilities of a library board. Board members shall attend all Board meetings and committee meetings to which they are assigned and shall carry out all special assignments promptly.
B. Director responsibility.
The Director prepares all needed Library reports to the government, the DuPage Library System, and the Illinois State Library and shall provide copies to the Board. The Director attends Board and committee meetings except those meetings or parts of meetings in which the Director’s salary and tenure are discussed.
IV. Financial Status of the Library.
A. Board responsibility.
The Board shall be aware of the financial status of the Library.
B. Director responsibility.
The Director shall provide a report of budget status and expenditure at each Board meeting. The Director shall supply facts and figures to the Board to aid in interpreting the Library’s financial need.
C. Joint responsibility.
The Director shall prepare two annual budgets in consultation with staff and Board; first, the appropriation ordinance form which anticipates the needs for the coming year, and second, an operating budget, once the available revenues are determined. The Board shall work with the Director to formulate these budgets, adequate to carry out the Library’s goals and objectives, within any limitations of the state law.
V. Budget Presentation.
A. Board responsibility.
The Board shall present the budget to the general public, shall explain and defend it, shall help to secure adequate funds, staff, and services, and shall explore all ways of increasing the Library’s income through tapping other sources and taking advantage of all available means of cooperating with other libraries.
B. Director responsibility.
The Director shall provide a budget for Board consideration.
C. Joint responsibility.
The Director shall work with the Board in interpreting budget and financial needs to public officials and the public. The Board and the Director shall see that complete and accurate records concerning finances, personnel, property inventory, and annual reports are on file at the Library.
HELEN M. PLUM MEMORIAL LIBRARY
B-14. Identity Protection Policy. Adopted by the Library Board of Trustees, June 14, 2011
The Helen Plum Library (Library) adopts this Identity Protection Policy pursuant to the Identity Protection Act, 5 ILCS 179/1 et seq. The Identity Protection Act requires units of local government to approve and implement an Identity Protection Policy to ensure the confidentiality and integrity of Social Security Numbers which agencies collect, maintain, and use. It is important to safeguard Social Security Numbers (SSNs) against unauthorized access as SSNs can be used to facilitate identity theft. One way to better protect SSNs is to limit the widespread dissemination of SSNs. The Identity Protection Act was passed in part to require government agencies to assess their personal information collection practices and make necessary changes to those practices to ensure confidentiality of SSNs.
Social Security Number Protections
Whenever an individual is asked to provide the Library with a SSN, the Library shall provide that individual with a statement of the purpose or purposes for which the Library is collecting and using the SSN. The Library shall also provide the statement of purpose upon request. A sample statement of purpose is attached as Exhibit A.
The Library shall not:
1.Publicly post or publicly display in any manner an individual’s SSN. “Publicly post” or “publicly display” means to intentionally communicate or otherwise intentionally make available to the general public.
2.Print an individual’s SSN on any card required for the individual to access products or services provided by the person or entity.
3.Require an individual to transmit a SSN over the Internet, unless the connection is secure or the SSN is encrypted.
4.Print an individual’s SSN on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method delivery, unless State or federal law requires the SSN to be on the document to be mailed. SSNs may be included in applications and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the SSN. A SSN that is permissibly mailed will not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened.
In addition, the Library shall not:1
1.Collect, use, or disclose a SSN from an individual unless:
a)Required to do so under State or federal law, rules or regulations, or the collection, use or disclosure of the SSN is otherwise necessary for the performance of the Library’s duties and responsibilities;
b)The need and purpose for the SSN number is documented before collection of the SSN; and
c)The SSN collected is relevant to the documented need and purpose.
2.Require an individual to use his or her SSN to access an Internet website;
3.Use the SSN for any purpose other than the purpose for which it was collected.
Requirement to Redact Social Security Numbers
The Library shall comply with the provisions of any other State law with respect to allowing the public inspection and copying of information or documents containing all or any portion of an individual’s SSN. The Library shall redact SSN’s from the information or documents before allowing the public inspection or copying of the information or documents.
When collecting SSNs, the Library shall request each SSN in a manner that makes the SSN easily redacted if required to be released as part of a public records request. “Redact” means to alter or truncate data so that no more than five sequential digits for a SSN are accessible as part of personal information.
Employee Access to Social Security Numbers
Only employees who are required to use or handle information or documents that contain SSNs will have access. All employees who have access to SSNs are trained to protect the confidentiality of SSNs.
1These prohibitions do not apply in the following circumstances:
(1)The disclosure of SSN to agents, employees, contractors, or subcontractors of a governmental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors, or subcontractors if disclosure is necessary in order for the entity to perform its duties and
(1)responsibilities; and, if disclosing to a contractor or subcontractor, prior to such disclosure, the governmental entity must first receive from the contractor or subcontractor a copy of the contractor’s or subcontractor’s policy that sets forth how the requirements imposed under this Act on a governmental entity to protect an individual’s Social Security number will be achieved.
(2)The disclosure of Social Security numbers pursuant to a court order, warrant, or subpoena.
(3)The collection, use, or disclosure of Social Security numbers in order to ensure the safety of: State and local government employees; persons committed to correctional facilities, local jails, and other law-enforcement facilities or retention centers; wards of the State; and all persons working in or visiting a State or local government agency facility.
(4)The collection, use or disclosure of Social Security numbers for internal verification or administrative purposes.
(5)The disclosure of Social Security numbers by a State agency to any entity for the collection of delinquent child support or of any State debt or to a governmental agency to assist with an investigation or the prevention of fraud.
(6)The collection or use of Social Security numbers to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act, to undertake any permissible purpose that is enumerated under the federal Gramm Leach Bliley Act, or to locate a missing person, a lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit.
HELEN M. PLUM MEMORIAL LIBRARY
C-1. Exhibits, Posters and Brochures. Adopted by the Library Board of Trustees, March 10, 2009
This policy discusses the use of library facilities for materials for distribution, personal collections and displays of art work, and posters, flyers and signs, by people and groups who are not employed by the Library, or members of the Friends of the Library.
This use of the Library facilities by individuals or organizations is extended as a courtesy by the Library and is subject to the review and the approval of the Library Director and the Board of Library Trustees.
This use of Library facilities by individuals or organizations does not imply the Library’s support or endorsement of those individuals or organizations.
The Library reserves the right to decline to display any materials. The Library also reserves the right to modify or relocate any such materials at any time.
The duration of any materials’ display may be extended or terminated at the discretion of the Library Director.
Requests to use Library facilities must be made to the Library Director, or designee.
With the exception of Friends of the Library and the Teen Advisory Board, no organization or individual shall use the Library’s building, premises, staff or other resources to sell goods or services, except in conjunction with a Library-sponsored program.
Materials for distribution
Pamphlets, brochures, leaflets, booklets, free magazines and other materials meant for free distribution to the public, must first be approved by the Library Director or designee.
Personal collections and displays of art work (“exhibit”)
No exhibit shall be placed without prior consent from the Library’s Director.
Prior to placing an exhibit within the library, the exhibitor may be requested to submit a description of the proposed exhibit to the Director which clearly defines the exhibit’s content. The exhibitor’s name, address and phone number, must be included.
Variations between the exhibitor’s submitted description of proposed exhibit and the actual exhibit may be grounds for removal of the exhibit.
If the materials to be exhibited have intrinsic value, the artist or collector must provide the title, description, and value of each item. Artists or collectors must sign a release form (copy attached) before the material is displayed.
Exhibit hours are limited to the Library’s regular hours. No artist’s work will be displayed more than one time (one standard booking period) during a calendar year unless further display is requested by the Library.
Prices of art work may not be posted. The artist’s name, address and phone number may be displayed. Transactions for the purchase of art works items are between an artist and the purchaser.
The Library accepts no fees or commissions in connection with any art exhibit.
All exhibits are placed at the Library at the risk of the exhibitor. Insurance against loss or damage is the responsibility of the exhibitor. Exhibitors must sign a release form (copy attached).
Exhibitors shall provide all hardware and fittings required for display.
Prospective exhibitors denied use of Library facilities may appeal a decision by the Library Director or designee in writing to the Board of Library Trustees, which will have the final decision on content and arrangement of any exhibit.
The exhibit case in the Library lobby is booked by the Friends of the Library and the selection of exhibits is at their discretion subject to this Policy on Exhibits.
Set-up and removal is the responsibility of the Exhibitor.
Posters, flyers and signs (“Posters”)
Posters announcing events or programs sponsored by local not-for-profit organizations may be displayed provided there is room for such posters and the posters are of reasonable size.
Outdoor signage is strictly limited to promotion of activities of the Library or the Friends of the Library, except as needed by the DuPage County Election Commission.
HELEN M. PLUM MEMORIAL LIBRARY
C-2. Friends of the Library. Adopted by the Library Board of Trustees, December 9, 2008
The Board of Library Trustees of the Helen M. Plum Memorial Library looks upon the establishment of the Friends of the Library as a worthwhile community endeavor which will benefit the library.
The Friends of the Library is an organization separate and apart from the Helen M. Plum Memorial Library, and has its own Board and its own goals and purposes. Neither the Friends of the Library as an organization nor any member or participant thereof may assume any liability or take or authorize any act on behalf of the Helen M. Plum Memorial Library.
Complete advance information regarding all Friends of the Library projects shall be provided to the Library. The Board of Library Trustees acknowledges that it does not exercise any control over the activities or expenditures of the Friends of the Library, but the Board reserves the right not to participate in any Friends projects in which the Board does not believe the best interest of the Library is being served.
Library resources, including but not limited to staff time, furniture, equipment, and supplies, may be used to support the activities of the Friends of the Library with permission of the Library Director.
The use of the Library and its facilities by Friends of the Library is subject to the rules and regulations of the Library Board of Trustees and staff.
Friends’ funds and Library funds shall not be commingled or integrated, except that gifts from Friends may be accepted by the Library, whereupon said gifts shall become solely the funds of the Library and shall be expended for the specific purpose for which the gift or donation has been made by the Friends. In the event the Helen M. Plum Memorial Library becomes the custodian of any Friends funds, those funds shall be kept as separate funds for audit and bookkeeping purposes.
HELEN M. PLUM MEMORIAL LIBRARY
C-3. Meeting Rooms. Adopted by the Library Board of Trustees, April 12, 2011
This policy applies only to the following Library spaces: the Colonel Plum Auditorium, the Board Room, the Story Hour Room, the Lobby and the Plaza Deck, all called “meeting rooms”.
The meeting rooms in the Helen M. Plum Memorial Library are available to community organizations, organizations, and businesses, (all called “organizations”) subject to the rules and regulations included in this document.
Use of the meeting rooms by an organization does not imply Library support of the objectives of the organization. The Library is not responsible for the content of the programs which take place in the meeting rooms.
The public liability insurance coverage of the Library does not cover the negligence of the organization using the room or any of its members or guests, nor does it protect the organization if suit is brought against it. The organization will indemnify and save harmless the Helen M. Plum Memorial Library from any loss or liability by virtue of its use of the meeting rooms to the full extent permitted by law.
Depending upon the type of event or activity, the Library, at the discretion of the Director, may require a certificate of insurance from the sponsoring organization, naming the Library as an additional insured. The Library reserves the right to monitor all meetings held in any meeting room.
This policy does not apply to use of meeting rooms by the Friends of the Library or the Teen Advisory Board.
I. USE OF MEETING ROOMS:
The use of the meeting rooms may be granted to Lombard area community organizations upon presentation by the applicant of a valid, current Plum Library card and a completed application. Preference for use of the meeting rooms will be given to Library, Library-related organizations, and Friends of the Library and its committees.
Library staff must be allowed entrance to the room during the entire time it is in use by the organization using the room.
II. EXCLUSIONS
A. Social functions, including, but not limited to, such things as showers, birthday parties, dances, mixers, etc.
B. Organizations consisting of children under age 18, unless accompanied by an adult sponsor.
Permission may be denied in the following cases:
1. If the organization has on any prior occasion made a misrepresentation to the Library regarding the nature or scope of an event or activity previously permitted by the Library.
2. If the organization has on any prior occasion damaged any property of the Library.
3. If the proposed room use will substantially or unnecessarily disrupt the normal, every day operations of the Library or its use by Library patrons.
4. If there are not available a sufficient number of the Library’s security personnel to safeguard and protect the Library’s property, participants in entrance, attendance and egress from the meeting room, and other library patrons, in light of the Library’s other needs for its security personnel at the time of the meeting.
III. TIME AVAILABLE FOR MEETING ROOMS
The meeting rooms are available only during the hours that the Library is open to the public, except for use by the DuPage County Election Commission on voting day.
Use of the meeting room terminates 15 minutes before the Library closing time, and organizations must vacate the room by that time.
Organization activities must be confined to the meeting rooms.
IV. RESERVATIONS
Organizations that wish to make application for a series of meetings need fill out only one application form in advance of the first meeting, listing the meeting dates, times, and equipment needed. Non-Library organizations may not reserve a room for more than six months in advance. A maximum of twelve meetings per calendar year per organization may be scheduled.
The Library Director is authorized to deny permission to use the meeting rooms to any organization that is prohibited as stated above, or deemed by the Director to constitute a violation of the Library rules or regulations.
In case of emergency, the Library reserves the right to assign an alternate meeting date or cancel the reservation. The Library is not responsible for losses incurred by the organization due to cancellation of the meeting by the Library. In the event of cancellation by the Library, any room rental fees paid will be refunded.
When an organization finds it necessary to cancel a reservation, the Library is to be notified immediately. Any room rental fees paid will not be refunded.
V. APPEAL
Anyone denied permission by the Director to use the meeting rooms may appeal such denial at the next regularly scheduled meeting of the Board of Trustees, provided, however, a notice of said appeal is delivered to the Director at least five (5) days before the next regularly scheduled Board of Trustees meeting. At said meeting the appellant may be granted up to five (5) minutes to present any argument or make a presentation in support of the reversal of the decision of the Director. The decision of the Board shall be final.
VI. FEES
Not-for-profit organizations and partisan political organizations may use the rooms free of rental charge, but any food deposit will be charged as shown below. The fee must accompany the application and will be returned if the application is denied.
Businesses will be charged $50 an hour for room rental, in addition to fees shown below.
No admission fee may be charged nor request for donations be made by any organization using the meeting rooms with the exception of Library or Friends-sponsored programs for which fees may be charged to defray expenses.
Light refreshments such as finger foods, cookies and coffee are allowed only with advance permission. A $50 refundable deposit is required when food will be allowed by the organizations. This fee is refunded if the room is left in a clean condition.
VII. EQUIPMENT AND FACILITY
Library staff will not be available to help with equipment during the course of the meeting.
Additional furniture, equipment or supplies other than that furnished by the Library may not be used without advance approval and when approved must be removed at the end of the meeting. No equipment or supplies belonging to other organizations can be stored in the Library.
Organizations using the room must do their own set up and take down of tables, chairs and equipment.
Each organization is responsible for lost, broken or damaged equipment and furnishings.
VIII. RESTRICTIONS
The following actions are prohibited by organizations using Library-provided spaces for meetings:
A. Serving any food or beverages without having previously provided monetary deposit(s) to the Library and without having requested it on the Meeting Room Application Form.
B. Using the Library’s name or the Library’s address in any manner, except to denote the location and time of the organization’s meeting within the Library.
C. Expecting Library staff to
• handle correspondence or communications of any kind on behalf of the organization using the Library’s facilities.
• provide porter service for any items or equipment required to conduct meetings by any organizations using the Library.
• answer any questions about the organization’s meeting, beyond the meeting’s date, time and location.
• provide assistance during the organization’s meeting for any reason whatsoever.
D. Attaching anything that may cause damage to surfaces of the Library.
E. Inclusion of any item within the public relations material of any organization using the Library’s facilities that implies the Library’s endorsement of any organization’s beliefs, goals or endeavors.
F. The importing or the use of any hazardous or dangerous material during the course of any meeting within the Library or its grounds.
IX. LOSS OR DAMAGE
The Library is not responsible for injury or accident to any person or for loss or damage to the organization’s property. However, each organization will pay promptly for any and all damage or injury or loss of library property which may occur as a result of the use of the premises.
Failure to comply with any of the above stated rules is grounds for immediate termination of the permission to use the meeting rooms, and may result in the denial of any future meeting room application submitted by the same organization.
HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT.
C-4. Community Involvement. Adopted by the Library Board of Trustees, April 12, 2011
I. PURPOSE
The Helen M. Plum Memorial Public Library District (“Library”) recognizes the responsibility it has to the community it serves and seeks to be aware of the needs of the residents of the district by sustaining lasting relationships built on mutual respect and active partnership.
II. SCOPE
This policy applies to all internal and external efforts by Board and staff to connect with and communicate to the Lombard community on behalf of the Library.
III. PROVISIONS
A.The Library will assess the needs and expectations of the community by seeking and considering public input, and by consulting openly and actively with Library District residents through a variety of ways, including surveys, patron suggestions, and other appropriate means.
B.The Library will encourage the Board of Trustees to be active participants in the community on behalf of the Library.
C. The Library will pay for community memberships and activities for library staff to the extent that is specified in the annual working budget.
D The Library will inform the public of key decisions, services and programs in a timely manner through print publications, local media, presentations and the Library’s electronic mechanisms.
E. The Library will set measurable objectives and seek to continually improve its standards of community relations by regularly reviewing and assessing the mechanisms and results of community involvement.
F. The Library will pursue mutually beneficial interactions with local businesses and non-profit organizations in order to enhance collections, services and programs by developing equitable, lasting relationships.
HELEN M. PLUM MEMORIAL LIBRARY
C-5. Policy on Sponsorships of Library Events. Adopted by the Library Board of Trustees, May 11, 2010
I. PURPOSE
The purpose of this policy is to define under what circumstances the Helen M. Plum Memorial Public Library District (“Library”) will enter into sponsorships and to provide guidance in the development of those relationships as a means of pooling resources that will enhance or improve Library services, programs, collections and/or facilities.
II. SCOPE
The following provisions apply to all Library sponsorships with institutions, organizations, businesses and/or individuals.
III. DEFINITIONS
A sponsor is an institution, organization, business or individual that collaborates with the Library to provide programs and/or services to the public in ways that are mutually beneficial to and in support of the missions of both the Library and the sponsor, or contributes to the Library in support of a collection, service or program.
IV. PROVISIONS
A. Institutions, organizations, businesses or individuals compatible with the policies, vision, mission and goals of the Library will be considered as potential sponsors.
B. The Library will only enter into sponsorships determined to be in the best interest of the Library.
C. Sponsorships will be subject to the approval of the Library Director.
D. While it is important to remain aware of any tax provisions relating to contributions, the Library must not represent itself as representing the donor in any transaction and should stipulate that the donor is responsible for his/her own determination of gift valuation or deductibility. However, the Library will be pleased to provide proof of receipt.
E. Sponsorship by an institution, organization, business or individual does not imply Library support of the objectives of that institution, organization, business or individual.
HELEN M. PLUM MEMORIAL LIBRARY
P - 0. Personnel Manual Overview. Adopted by the Library Board of Trustees, June 10, 2008
The Library’s employment/personnel policies and procedures are described in the pages which follow.
These policies and procedures are subject to change from time to time at the discretion of the Board of Library Trustees. These policies and procedures also are subject to change from time to time in accordance with changes in laws applicable to Library employees.
Employment at the Library is strictly “at will”. This means that all employment is on an “at will” basis which allows the employment to be terminated at any time, with or without cause, by either the employee or the Library.
Neither this manual nor any Library policy provides any employee with a right to continued employment. An employee does not have an employment contract.
In the event of any conflict between the Library’s at will employment policy and any other Library policies and procedures concerning employment, the Library’s at will employment policy controls.
HELEN M. PLUM MEMORIAL LIBRARY.
P-1. Appointments. Adopted by the Library Board of Trustees, June 10, 2008
Employment at Helen M. Plum Memorial Library is strictly “at will”. This means that all employment is on an “at will” basis which allows the employment to be terminated at any time, with or without cause, by either the employee or the Library. Nothing in this manual or Library Policies provide any employee with a right to continued employment. An employee does not have an employment contract.
All appointments to the staff must be approved by the Library Director according to a formal job description and salary administration plan.
Appointments will be based on merit according to education, training, experience and personal qualifications of the applicant and the requirements of the job.
The Library does not discriminate on the basis of race, color, sex, religion, age, national origin, marital status, or political beliefs in the areas of application procedures, hiring, advancement, termination, compensation, training, benefits, or any other privileges, terms or conditions of employment.
Each staff position is assigned a total number of work hours by the Director.
When vacancies occur, all jobs will be posted.
All new appointments shall be in a training period for the first six months. Employee performance and aptitude for the assigned position will be reviewed by the employee's supervisor and the Library Director after the first three months and again after the first six months.
Employees whose services are terminated during this training period are not entitled to vacation pay or severance pay.
Paid vacation and paid sick leave may not be taken during the training period. However, an employee in the training period may apply for unpaid leave of absence in accordance with the Personnel Policy.
Members of the Board of Trustees and their immediate families may not be appointed to the staff. An immediate family member is defined as a mother, father, son, daughter, husband, wife, brother, sister, grandparent, grandchild, in-law, aunt, uncle, or a person who makes his or her home with the Trustee.
Immediate family members of current employees may not be appointed to the staff.
The Library does not discriminate against a qualified indivi dual, because of any disability, in regard to application procedures, hiring, advancement, termination, compensation, training or other benefits, privileges, terms, and conditions of employment. Further, the Library will reasonably accommodate qualified i ndividuals with a disability so that they can perform the essential functions of a job.
The Library does not hire anyone under the age of 16.
HELEN M. PLUM MEMORIAL LIBRARY
P-2. Classification of Employees and General Conditions. Adopted by the Library Board of Trustees, July 8, 2008
A full-time employee is defined as one who works forty (40) hours weekly and who maintains continuous regular employment status.
An “eligible part-time employee ” is defined as one who works more than 1,000 hours per calendar year.
A “non-eligible part-time employee ” is defined as one who is scheduled to work less than 1,000 hours per calendar year.
In the event a part-time employee assumes a full-time schedule, or a non-eligible part-time employee becomes an eligible part-time employee, past service shall accrue toward establishing years of service, i.e., hours worked as part-time accumulated in terms of year(s) of service.
In the event a full-time employee assumes eligible part-time status, s/he immediately loses paid personal business days and insurance benefits. Future vacation credits will be calculated using the eligible part-time schedule.
An employee who has resigned from the Library staff, and is subsequently re-employed, will not be credited with prior service for the purpose of computing the accrual of vacation time, sick leave and seniority.
The Library complies with the provisions of the Fair Labor Standards Act. In accordance with this Act, the term "exempt employee," unless otherwise specified, will mean exempt from the wage and overtime requirements of the Fair Labor Standards Act.
HELEN M. PLUM MEMORIAL LIBRARY
P-3. Termination of Employment. Adopted by the Library Board of Trustees, June 10, 2008
Voluntary termination occurs when the termination is initiated by the employee, including resignations, absence from work for three consecutive scheduled days without notifying the employee's supervisor, failure to return to work from leave of absence at the agreed on date, or retirement.
Involuntary termination occurs when the termination is not initiated by the employee.
Resignations must be submitted to the supervisor in writing.
Accumulated compensatory time and earned vacation credits will be paid at the current rate of pay when an employee is terminated.
In the case of involuntary termination, the Library Director shall give notice in writing to the discharged employee.
If it becomes necessary to terminate the services of a full-time employee as a lay-off,the employee shall be given two weeks' notice and severance pay based on the following schedule:
1 to 4 anniversary years' service 2 weeks severance pay
5 thru 9 anniversary years' service 3 weeks severance pay
10 or more anniversary years' service 1 month severance pay
While the Library has no desire to deny unemployment benefits to any person who is legally entitled to them, it is the Library's policy to contest all unemployment claims and apply for relief from charges for those claims that do not comply with the requirements of the law.
When an inquiry to verify employment is received by the Business Office, regarding a present or past employee, the Library will state only that a person is or was employed with the Library, and the dates of employment. Only if an employee submits a request in writing will additional information be released. This policy applies to both present and past employees.
In compliance with COBRA, qualified employees will receive a copy of "Notice of Right to Continue Group Health Coverage" when health insurance coverage would otherwise end.
HELEN M. PLUM MEMORIAL LIBRARY
P-4. Hours of Work. Adopted by the Library Board of Trustees, July 8, 2008
Full-time salaried employees work 40 hours per week.
All employees who are scheduled any day, Monday through Friday, to work eight hours until 9:00 p.m., may begin work at 1:00 p.m., and are entitled to a one hour meal break on Library time.
All employees who are scheduled to work Saturday, from 9:00 a.m. to 5:00 p.m., will be paid for eight hours, and may take a half hour meal break on Library time.
For the purposes of adherence to the Fair Labor Standards Act, the defined work week runs from 12:00:01 a.m. Sunday to 12:00:00 a.m. Sunday.
All public service staff are expected to work some Sundays.
If an exempt employee works more than 40 hours in any one week, s/he shall be entitled to compensatory time off equal to the number of extra hours worked.
Compensatory time may accumulate to no more than 40 hours. When more than 40 hours are accumulated, the employee must use the compensatory time off to reduce the accumulation within 90 calendar days of the excess accumulation, or forfeit it.
Lunch and supper periods are taken on the employee's own time and are not a part of the work week. Meal hours are arranged to meet the library schedule.
Staff members are allowed a break of 15 minutes each 4 consecutive work hours. Such breaks are provided to afford relaxation from work schedules. They may not be taken at the beginning or at the end of the daily schedule, in conjunction with a meal period, or joined together in one-half hour periods, nor be used to make up lost time.
An employee covered by IMRF may attend one IMRF sponsored pre-retirement workshop on library time, during the course of his or her employment.
The Library may close early or delay opening in case of severe weather. Local weather reports shall be used as a guideline for closing.
If the Library is closed due to power failure, heat or air conditioning loss, or severe weather, staff should remain available to come to work if called.
Should an employee find it necessary to leave early or come in late because of severe weather conditions, etc. he/she may have the option to make up the time or lose pay. A Personal Day or vacation day may be used for this purpose with the approval of the immediate supervisor.
HELEN M. PLUM MEMORIAL LIBRARY
P-5. Attendance and Schedules. Adopted by the Library Board of Trustees, June 10, 2008
All employees are expected to be at their assigned places, ready for work at the time scheduled. When a staff member expects to be late, his/her department must be notified.
Illness or any other inability to report for duty shouldbe reported before the hour the employee is scheduled for work. If, for any reason, this is impossible, notice within the hour must be given.
An instance of emergency time off is defined as a reduction in scheduled work hours, with less than 24 hours' advance notice. Three such occasions of emergency time off during one calendar month, or one occasion during each of three successive calendar months, is considered excessive and will result in the supervisor discussing the reason for such absences with the employee. Continued use of emergency time off at that level may impact the employee’s employment.
HELEN M. PLUM MEMORIAL LIBRARY
P-6. Leave of Absence. Adopted by the Library Board of Trustees, June 10, 2008
The Library abides by the Family and Medical Leave Act of 1993. The following policy applies to those leaves of absence not covered by that Act.
Leave of absence for a non-probationary employee without pay may be granted at the discretion of the Library Director, subject to such conditions as are agreed to by the employee and the Director at the time leave is granted. Requests for such leave must be made in writing.
In the case of a leave of absence for medical reasons, the supervisor has a right to require a note from the sick employee’s doctor stating that it is medically appropriate for him or her to return to work.
Requests for leave without pay to be taken in conjunction with vacation allowance should be made well in advance, together with the reason for the request.
IMRF disability pay is considered to be the same as unpaid leave of absence, for the purpose of determining continuation of benefits.
Vacation and sick leave credit may not be earned during a leave of absence.
The following benefits will not be earned or paid for any work week during which an employee takes any unpaid leave of absence: paid vacation, paid sick leave, or credit toward satisfying the six month probationary period. Holidays which fall on an unpaid leave of absence day are not paid. If the employee takes more than 15 days of unpaid leave of absence in a calendar month, and s/he wishes to continue his or her health and life insurance, s/he must pay the premiums for that month.
Requests for extension of leave must be made in writing to the Director before the date agreed upon for the employee to return to work. Failure to return to work on the agreed upon date, will be considered as voluntary termination.
HELEN M. PLUM MEMORIAL LIBRARY
P-7. Illness or Death in the Family. Adopted by the Library Board of Trustees, June 10, 2008
Up to five scheduled work days total per calendar year per employee will be paid for absence due to serious illness of any family member, defined as a mother, father, son, daughter, husband, wife, brother, sister, grandparent, grandchild, in-law, aunt, uncle, or a person who makes his or her home with the employee.
Up to five scheduled work days per death of a family member as defined above or if the employee is the sole remaining relative or executor will be paid. If the employee needs more time, s/he should apply for leave of absence in accordance with policy.
If a person works more than half of his or her scheduled hours on the first of the five days, time off will be paid for that first day, in addition to the other five days.
HELEN M. PLUM MEMORIAL LIBRARY
P-8. Jury Duty. Adopted by the Library Board of Trustees, June 10, 2008
When an employee is on jury duty, s/he is expected to give as much time to his or her regular duties at the library as jury service will permit.
The Library will pay the employee his or her regular salary during such service less the amount received for jury service, but the employee may keep the Court-paid transportation allowance.
An employee summoned to appear in court under subpoenas and/or out of civic responsibility is allowed library time. Any fees given him or her up to an amount equal to the salary which would have been paid to the employee during the time off work must be paid over to the library.
HELEN M. PLUM MEMORIAL LIBRARY
P-9. Sick Leave. Adopted by the Library Board of Trustees, June 10, 2008
Calculations of sick pay are based on the calendar year.
Full-time staff members shall earn sick leave credit upon beginning employment, at the rate of one day per full month of service (total of 12 days per calendar year) cumulative to one hundred twenty (120) days, but may not take paid sick leave until after the first six months of employment.
After one year working in a position requiring a minimum of 1,000 hours per calendar year any part-time employee shall earn sick leave according to the following schedule:
1000-1100 hours per year: 4 hours per month
1101-1345 hours per year: 5 hours per month
1346-1590 hours per year: 6 hours per month
1591-1835 hours per year: 7 hours per month
1836-2070 hours per year: 8 hours per month
Calculations for sick leave will be made so they coincide with the actual number of days an employee is absent from work determined by employee's work schedule.
Unused sick leave will be canceled upon the date of termination of service, and no cash payment will be made for sick leave which is unused.
Days accrued for sick leave may NOT be taken as vacation.
Sick leave credit shall not be earned during a leave of absence.
Any paid sick leave earned beyond the allowable maximum may not be taken as paid sick leave, but will be reported to IMRF as unused sick leave when an employee retires.
When an employee who is eligible for paid sick leave becomes ill during a pre-arranged paid vacation time, s/he may substitute paid sick days or hours for the original paid vacation days or hours.
The supervisor has a right to require a note from the sick employee’s doctor stating whether or not it is medically appropriate for him or her to return to work.
Supervisors have the right to verify the reported sickness of an employee and may require medical documentation verifying his or her inability to work. The doctor's statement must identify the disabling condition, the date it started and the date upon which it is anticipated the employee will be able to return to work. Supervisors may require periodic updates and/or an examination and verification by a physician of the Library’s choosing. Any such required examination will be at the expense of the Library.
Visits to the doctor or dentist which cannot be arranged on the employee's own time may be counted as sick leave provided arrangement is made in advance with the employee's supervisor.
All employees, including those on paid or unpaid leave of absence who are returning to work, may be required to undergo a physical examination performed by a Library designated physician at the Library's expense, if such an examination is job related and consistent with business necessity.
Records of physical examinations shall be kept separately from the regular personnel file, and considered to be strictly confidential.
HELEN M. PLUM MEMORIAL LIBRARY
P-10. Vacations. Adopted by the Library Board of Trustees, April 13, 2010
Vacation allotments are calculated based on the calendar year.
Vacations are subject to service needs of the library and cannot be granted when they adversely affect the service schedule. The employee's supervisor will review all vacation requests. Staff members with seniority will have first consideration after department heads.
Vacation time is non-cumulative and if not taken during the calendar year will be forfeited unless carried over to June 30 of the following year with the written consent of the Library Director.
Vacation time is granted on January 1 for the upcoming calendar year, based on hours paid the prior calendar year, excluding overtime pay paid for Sundays.
An employee must work at least six continuous months before taking paid vacation.
Vacation allotments are determined based on the following schedule. A person moves to the next highest level on January 1, if they have worked continuously for the number of full calendar years (January 1-December 31) as shown in the following schedule:
Full-time employee:
Less than two calendar years: 10 working days paid vacation
Worked at least two calendar years: 15 working days paid vacation
Worked at least four calendar years: 20 working days paid vacation
Eligible part-time employee:
Less than two calendar years: 1 week pro-rated paid vacation
Worked at least two calendar years: 2 weeks pro-rated paid vacation
Worked at least four calendar years: 3 weeks pro-rated paid vacation
Worked at least fourteen calendar years: 4 weeks pro-rated paid vacation
Department heads:
Less than two calendar years: 15 working days paid vacation
Worked at least two calendar years: 20 working days paid vacation
Library Director:
Worked at least one calendar year: 20 working days paid vacation
Worked at least ten calendar years: 25 working days paid vacation
After five calendar years of employment, any non-eligible part-time employee (i.e., who works less than 1,000 hours per calendar year) may take eight paid vacation hours during each calendar year.
Upon termination, the employee will be paid for any unused vacation for which s/he was eligible.
Full-time employees shall receive pay for any paid holiday which falls within the scheduled vacation period.
Eligible part-time employees shall receive pay for any paid holiday which falls on their regularly scheduled day in their vacation period.
HELEN M. PLUM MEMORIAL LIBRARY
P-11. Holidays. Adopted by the Library Board of Trustees, June 14, 2011.
Full-time staff are entitled to all paid holidays, regardless of what day of the week the holidays fall on.
After one year of working in a position requiring a minimum of 1,000 hours per year, eligible part-time employees will be paid for the holiday if it falls on a regularly scheduled day. Hours paid will be based on normally scheduled hours for that day.
When a moveable holiday falls on Sunday, the Library closes that Sunday only.
When the Library is closed on Sunday as a moveable holiday or on Easter, all part-time staff are not scheduled and do not get paid any time for that holiday. However, designated “Sunday Desk Clerk” staff are entitled to pay when the Library is closed on Easter and on moveable holidays.
The Library closes at 5:00 p.m. the day before Thanksgiving, and no staff are paid to work after that time on that day.
Special Holidays - Special holidays and Days of Mourning arising from unforeseen events in general comply with National, State or Village proclamation.
When the Library is closed due to special holidays or days of mourning, staff will be paid for the hours they were scheduled to have worked during that period.
HELEN M. PLUM MEMORIAL LIBRARY
P-12. Personal Business Days. Adopted by the Library Board of Trustees, June 10, 2008
A maximum of three (3) days' leave with pay may be granted to each full-time employee after the first anniversary year of service for personal business that cannot be transacted outside of regular hours. Such leave shall not accumulate. Except in cases of emergency, requests for personal leave shall be submitted at least two weeks in advance to accommodate work schedule changes. Such leave shall be granted by the employee's supervisor.
HELEN M. PLUM MEMORIAL LIBRARY
P-13. Salaries. Adopted by the Library Board of Trustees, June 10, 2008
The Helen M. Plum Memorial Library minimum salaries for all positions are equal to or above the median of public libraries in the DuPage area, as funds allow.
Salaries for full-time and part-time employees are paid bi-weekly. A payroll schedule is posted at the beginning of each calendar year.
Salaries are determined by the Library Director within the limits of a written salary schedule and are based on qualifications, educational background and the nature of the duties performed. Salary ranges are based on a formal job description and salary administration plan.
The rate of pay will be reviewed after the first six months’ service and thereafter at the annual salary review.
Performances of each employee will be reviewed before the annual budget is prepared. Salary adjustments will be based on an evaluation done by the immediate supervisor in conjunction with the Library Director, within the framework of the Budget approved by the Board of Trustees.
When it is necessary to implement an emergency closing, or when the Library is closed at the direction of the Board or Administration (e.g. holiday event, in-service day, etc.) staff who would normally be working in the Library will be paid for the hours that they were scheduled to work that day. However, if an employee is getting paid for the day and is not expected to work in the Library (e.g., vacation, personal time, sick time, attendance at workshops), they will be paid as being on vacation, etc.
Any staff who are working to provide direct public service on Sunday, or who are needed to maintain library operations, will be eligible to receive time and a half pay or double compensatory time off for work on Sundays at the supervisor’s discretion.
If time off is chosen for working Sundays, it must be taken during the week worked following the Sunday worked. Any staff who are hired to work every Sunday, such as Sunday Desk Clerks in Circulation, will be compensated when we are closed due to a floating holiday on Sunday, Easter, the Sunday before Memorial Day, the Sunday before Labor Day, and Lilac Float day.
Emergency time off of a Sunday schedule for eligible employees will be paid at the rate of time and a half if s/he were going to get paid, or double time if s/he were going to take compensatory time off.
Other staff who are not needed to work Sundays can work on Sunday at their normal jobs with their supervisor's approval, and will receive the normal rate of pay or compensatory time if they do.
HELEN M. PLUM MEMORIAL LIBRARY
P-14. Staff Development. Adopted by the Library Board of Trustees, June 10, 2008
The Library will pay membership dues in the Illinois Library Association for the Director and Department Heads who are also professional librarians. The Library will pay the membership dues in the American Library Association for the Library Director and the Heads of the Adult Services, Youth Services and Technical Processing .
Staff members are allowed time for attendance at professional meetings or programs and/or meetings beneficial to their job, when the work schedule of the Library permits. Such attendance by staff members must be approved by the employee's supervisor, working within the guidelines of the budget.
HELEN M. PLUM MEMORIAL LIBRARY
P-15. Insurance. Adopted by the Library Board of Trustees, July 8, 2008
Hospitalization, major medical, dental, prescription, vision care and life insurance are available to full-time staff.
Insurance coverage begins for a full-time employee as soon as the plan will allow it, and is paid for by the Library. Dependent coverage must be paid in full by the employee.
Vision care is available to all employees at the employee’s own expense.
HELEN M. PLUM MEMORIAL LIBRARY
P-16. Accidents. Adopted by the Library Board of Trustees, June 10, 2008
In the event of an accident to a library employee while on duty, medical bills, compensation and allowances legally provided are paid by Worker's Compensation Insurance carried by the Library. No responsibility is or will be assumed for payment of bills or other dispensation other than granted under applicable law. All accidents must be reported immediately to the Person in Charge using an incident report form.
When salary payments are made during a period of disability, compensation disability payments must be endorsed over to the Library, as an employee is not entitled to disability benefits during salary continuation.
An employee injured on the job will be reimbursed by the Library for a maximum of three (3) entire or partial days, provided a doctor's statement has been received stating s/he is not able to work, until worker's compensation takes over starting on the fourth day.
If the disability lasts for fourteen (14) calendar days or more from the date of the injury, Worker's Compensation Insurance will pay retroactively for the first three days and the employee shall reimburse the Library for the amount of the Worker's Compensation Insurance received for the first three days.
HELEN M. PLUM MEMORIAL LIBRARY
P-17. Discipline. Adopted by the Library Board of Trustees, June 10, 2008
Employment at the Library is strictly “at will”. This means that all employment is on an “at will” basis which allows the employment to be terminated at any time, with or without cause, by either the employee or the Library.
If the Library chooses to begin disciplinary action, for an employee not in the training period it will ordinarily be of a progressive nature as follows: 1) an oral warning, 2) a written reprimand, 3) suspension with pay for a definite period of time, and 4) involuntary termination.
Disciplinary action may also include either involuntary transfer to another classification and/or department, or reduction in compensation.
In cases where the continued employment of an employee will impair library operations or in cases such as gross negligence, dishonesty, unsafe work habits, or other problems of this nature, involuntary termination may result immediately.
Employees in the training period may be discharged without prior disciplinary action at all.
HELEN M. PLUM MEMORIAL LIBRARY
P-18. Grievance Procedure. Adopted by the Library Board of Trustees, June 10, 2008
Step 1. An employee with a grievance shall first review the problem with his or her immediate supervisor.
Step 2. If the grievance is unresolved, the employee may request a joint meeting with his or her immediate supervisor and the Department Head, or with the Department Head and the Director, if the Department Head is the immediate supervisor.
Step 3. If the grievance remains unresolved, the employee may present the problem in writing to the Director, with a copy to his or her immediate supervisor.
Grievances may not be presented at step 1 more than ten (10) working days (which do not include Saturdays, Sundays, or holidays) after the occurrence giving rise to the grievance. Grievances unresolved at any step must be brought to the next step within ten (10) working days of the denial of the grievance at the previous step or the grievance shall not be heard at the next step.
HELEN M. PLUM MEMORIAL LIBRARY
P-19. Recognition. Adopted by the Library Board of Trustees, June 10, 2008
This policy is meant to explicitly define kinds of recognition. Other methods of recognition not specifically listed are purposely excluded.
This policy applies to purchases authorized by the Board of Trustees. For such purchases, cards sent, or flowers or books purchased, and the like, will state "From the Board and Staff of the Helen M. Plum Memorial Library."
Memorial books are chosen with respect to the wishes of the family.
The amount to be spent on a memorial shall not exceed $30.00. The amount spent on flowers shall not exceed $75.00.
Department heads, or individual staff members, may ask for donations to purchase greeting cards, flowers, candy, books, or other objects, at their discretion.
A current employee, including one who is on leave of absence
Death. A memorial book or other item for the collection will be donated to the Library.
Extended illness or hospitalization. A plant or flowers are sent one time per episode. Extended illness is defined as "5 working days or more".
Longevity awards. Longevity of continuous employment will be recognized at the annual Christmas event. An award will be given for every five full calendar years’ service.
Retirement. When an employee with ten or more calendar years of service retires from the Library, the Board sponsors a retirement event in that person's honor and presents that employee with a retirement gift.
Current Employee's family . Recognition is given, as described below, for a member of the employee's immediate family, defined as a husband, wife, child, parent, grandparent, grandchild, or sibling, in-law, aunt, uncle, or a person living in the employee's home.
Death. A memorial book or other item for the collection will be donated to the Library.
Trustee
Death. A memorial book or other item for the collection will be donated to the Library.
Extended illness or hospitalization. A plant or flowers are sent one time per episode. Extended illness is defined as "5 working days or more".
Resignations, or end of elected term, will be recognized.
Trustee's family . Recognition is given as follows for a member of the Trustee's immediate family, defined as a husband, wife, child, parent, grandparent, grandchild, or sibling, in-law, aunt, uncle, or a person living in the Trustee's home.
Death. A memorial book or other item for the collection will be donated to the Library.
Ex-Trustees .
Death. A memorial book or other item for the collection will be donated to the Library.
HELEN M. PLUM MEMORIAL LIBRARY
P-20. Harassment Policy.AAdopted by the Library Board of Trustees, June 14, 2011
The Helen Plum Library is committed to a workplace free of discrimination and harassment based on race, color, religion, age, sex, sexual orientation, national origin, disability, status as a veteran, or any other protected status. Offensive or harassing behavior will not be tolerated against any employee. This policy covers volunteers, vendors, patrons, trustees, or others who enter our workplace, as well as all employees. Supervisory or managerial personnel are responsible for taking proper action to end such behaviors in their work areas.
In an effort to prevent any form of harassment from occurring, this policy against harassment will be communicated to each employee. No employee of this company is exempt from this policy.
The Library shall be responsible for sexual harassment of a person only if the Library becomes aware of the conduct and fails to take reasonable corrective measures.
Offensive conduct or harassment of a sexual nature, or based on race, color, religion, age, sex, sexual orientation, national origin, disability, status as a veteran, or any protected status is prohibited. This may include, but is not limited to:
Offensive physical actions, written or spoken, and /or graphic communications (for example: obscene hand or finger gestures or sexually explicit drawings or pictures).
Any type of physical contact when the action is unwelcomed by the recipient
(for example: brushing up against someone in an offensive manner).
Expectations, requests, demands or pressure for sexual favors.
Slurs, offensive sounds (whistling) jokes, posters, cartoons, leering and gestures that are offensive.
Use of endearments such as “honey,” “darling,” and “sweetheart” which are terms found unprofessional.
Persistent unwelcome flirting, pressure for dates, sexual comments or touching;
Sexually suggestive jokes or gestures directed toward another or sexually oriented comments about another;
Preferential treatment of an employee, or a promise of preferential treatment to an employee, in exchange for dates or sexual conduct, or the denial or threat of denial of employment benefits or advancement for refusal to consent to sexual advances;
The open display of sexually oriented pictures, posters, or other material offensive to others;
Retaliation against an individual for reporting or complaining about sexually harassing conduct.
Sexual harassment means any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when:
Submission to such conduct is made explicitly or implicitly a term or condition of employment;
Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or
Such conduct has the purpose or effect of substantially interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment.
Any such offensive conduct will be considered a prohibited form of harassment when any of the following are true:
Such conduct has the effect of creating an intimidating, hostile, or offensive work environment, or unreasonably interferes with a person’s work performance.
A third party is offended by the conduct or communications of others.
There is a promise or implied promise of preferential treatment or negative consequence regarding employment decisions or status.
Harassment is considered a form of employee misconduct. Disciplinary action, up to and including termination, will be taken against any employee engaging in this type of behavior. Any supervisor or manager who has knowledge of such behavior yet takes no action to end it is also subject to disciplinary action.
If an employee believes he or she has been harassed at work by an employee or some other person who either represents the Library or is doing business with the Library, the employee shall immediately notify his or her Department Head of the harassment. The Department Head shall notify the Library Director using a confidential report form. While the Library Director is investigating the complaint the complainant may be assigned to an area where he or she will have no contact with the alleged perpetrator. Investigations shall be conducted with discretion in an effort to protect the privacy of the individuals involved. If the complaint is found to be valid, appropriate disciplinary action will be taken against the perpetrator.
A formal Harassment complaint procedure is as follows:
A.An incident should be reported to any senior staff member with whom the complainant feels most comfortable no later than 180 days from the date the incident took place.
B.No witnesses are required for the charge to be lodged.
C.Once the incident is reported, the complainant and the senior staff member to whom the incident was reported will determine a course of action.
D.Complaints will be handled discreetly.
E.If the complainant wishes to take the matter further, a Harassment Incident Report form must be completely filled out and the Library’s Director will appoint a senior staff member as the designated investigating officer, who will then be brought into the process.
F.The implicated party will be given a week to respond in writing to the accusation.
G.The designated investigating officer will be responsible for all paper work, including a summary of the investigation.
H.If warranted, the designated investigating officer reports directly to the Library Director, unless the incident involves the Director, in which case, the designated investigating officer reports directly to the Library Board of Trustees Ethics Commission.
I.The complaint follow-up will be resolved with the aid of the designated investigating officer within a two-week period. The resolution will define whether and where complaint documentation will be filed.
J.The consequences for violations of this policy can include discipline, up to, and including dismissal.
K.After a public hearing the Commission will recommend either dismissal, or order respondent to cease and desist; pay actual damages; hire, reinstate or promote; pay back pay and fringe benefits; pay attorney fees and costs; and other indicated action. Either party may appeal an order of the Commission within 35 days of the order to the Illinois Appellate Court.
The Legal Recourse, Investigative and Complaint Process Available Through the Department and the Commission
* A complaint must be filed within 180 days of the date the complainant claims the harassment took place.
* The complainant is protected in his or her right to make a claim or cooperate with an investigation.
* The Illinois Department of Human Rights is responsible for making an investigation and should either dismiss the charge or file a complaint with the Illinois Human Rights Commission.
* If the Illinois Department of Human Rights neither dismisses the claim or files a complaint with the Illinois Human Rights Commission with 300 days of filing, the complainant may seek a public hearing from the Illinois Human Rights Commission. The complainant must do so within 30 days after the 300th day expires.
* A charge filed with the Illinois Department of Human Rights is also filed with the Federal Equal Employment Opportunity Commission.
* Complaints filed with the Illinois Human Rights Commission are assigned to an Administrative Law Judge.
* Following a hearing, the Administrative Law Judge will recommend a finding to a three-member panel of the Illinois Human Rights Commission.
* The Illinois Human Rights Commission may order the respondent to cease and desist, pay damages, hire, reinstate, promote, pay back-pay, pay fringe benefits, and pay Attorney's fees and costs in order to remedy a finding in favor of the complainant.
* The Illinois Human Rights Commission's order may be appealed by either party to the Illinois Appellate Court within 35 days of the order.
* Orders of the Illinois Human Rights Commission are enforceable in Illinois courts.
Directions on How to Contact the Department and Commission
The complainant may contact the State or Federal government as follows:
Illinois Department of Human Rights
100 West Randolph Street
Suite 10-100
Chicago, Illinois 60601
(312) 814-6200
222 South College
Floor 1
Springfield, Illinois 62704
(217) 785-5100
Illinois Human Rights Commission
100 West Randolph
Suite 5-100
Chicago, Illinois 60601
(312) 814-6269
Stratton Office Building
Suite 404
Springfield, Illinois 62706
(217) 785-4350
U.S. Equal Opportunity Commission
500 West Madison St., Suite 2800
Chicago, Illinois 60661
(312) 353-2713
Protection Against Retaliation as Provided by Section 6-101 of This Act
It is unlawful to retaliate in any way against anyone who has complained about sexual harassment or discrimination.
HELEN M. PLUM MEMORIAL LIBRARY
P-21. Tuition Reimbursement. Adopted by the Library Board of Trustees, June 10, 2008
The Helen M. Plum Memorial Library recognizes that the skills and knowledge of its employees are critical to the success of the Library. The tuition reimbursement program encourages personal development through formal education so that employees can maintain and improve job-related skills or enhance their ability to compete for reasonably attainable jobs at the Library.
Student Eligibility:
Tuition reimbursement is available to full-time employees who have completed one year of continuous employment before the start of class, and also to eligible part-time employees scheduled to work 1000 hours a year or more who have been employed for at least one year before the start of class.
Appropriate courses:
Eligible courses must be credit courses, including online courses, that are part of an accredited degree or certification program offered by an accredited college, university, vocational school or correspondence school. Non-credit and/or refresher courses will not qualify for educational assistance. The content of the courses must be graduate level library science courses, library technical assistant courses, or credit courses in an academic program directly relevant to the employee’s current or potential future job at the Helen M. Plum Memorial Library.
The Library does not pay for general undergraduate courses leading to a non-library bachelor’s degree.
Pre-Approval:
An amount will be included in the working budget for tuition reimbursement. Funds will be disbursed at the end of the fiscal year from that amount, to eligible employees who have requested reimbursement for courses taken during that fiscal year.
The student must get final approval for tuition reimbursement at least two weeks before class begins. This request for approval must be on the Tuition Reimbursement Request Form. Reimbursement will be made only if recommended by the employee’s immediate supervisor.
Payment:
The Helen M. Plum Memorial Library reimburses tuition costs, as funds allow. The Library does not pay for mileage, textbooks, lodging, meals, transportation, lab fees or other materials required for the coursework, or for time spent on coursework and study.
The Library will reimburse the employee for tuition costs for up to two
classes per term (semester or quarter).
Reimbursement to the student requires proof of payment of tuition, and proof of completion of the course with a grade of at least a "B". The library does reimburse for courses which earn a “pass” grade on a “Pass/fail” basis, if the school does not give letter grades.
Conditions:
The amount of tuition reimbursement an employee may receive in any fiscal
year will be limited by budgetary constraints.
All coursework must be done on the employee’s own time and may not interfere with the performance of the employee’s duties, although the work schedule may be adjusted with the approval of the supervisor.
The Library will not pay the cost of tuition, which has been or will be paid for by sources such as grants, scholarships or other subsidies.
The employee must be actively employed by the Helen M. Plum Memorial Library at the time of reimbursement.
If an employee resigns or terminates for any reason prior to receiving a reimbursement, there shall be no obligation on the part of the Library to reimburse any part of this expense.
Repayment:
Employees receiving tuition reimbursement for courses taken while at the Helen M. Plum Memorial Library are expected to remain in the Library’s employ for twelve months after completing the coursework, or to repay the Library the entire reimbursement. The repayment must be made within a one-year period.
The employee will be required to sign an agreement stating that repayment for the course will be made as a payroll deduction from the employee's final paycheck should the employee voluntarily terminate or retire from the Library within twelve months after completing the course.
HELEN M. PLUM MEMORIAL LIBRARY
P-22. Drug and Alcohol Free Policy - Staff. Adopted by the Library Board of Trustees, June 14, 2011
The illicit manufacture, use, possession, or distribution of controlled substances, look-alike drugs, drug paraphernalia, and the manufacture, use, possession, or distribution of marijuana and its derivatives as defined by Illinois and Federal statute, at any time, is not permitted at any library location.
“Library location” means in any library building, on any library premises, in any library-owned vehicle, or at any library-sponsored activity where employees are engaged in activities under the jurisdiction of the Library.
Any employee who violates the term of the Library’s drug and alcohol policy may be suspended or terminated pursuant to the rules and regulations of the Library and applicable state statutes. The Library may in its discretion refer incidents to appropriate legal authorities for prosecution when this policy is violated. Sanctions against employees shall be in accordance with prescribed library regulations and procedures. The Library’s employees, as a condition of their employment, agree to abide by the terms of this policy and to notify the Library, no later than five (5) days after a conviction, of any criminal drug or alcohol statute conviction for a violation occurring at a library location. The Library, if or when required by law, shall report such conviction to the appropriate authorities.
The Library shall conduct a biennial review and evaluation of the measures taken by this policy to determine its effectiveness and to implement changes to the program where needed. Additionally, the biennial review and evaluation shall determine whether or not the sanctions required by this policy are consistently in force.
HELEN M. PLUM MEMORIAL LIBRARY
P-23. Training and Travel. Adopted by the Library Board of Trustees, June 10, 2008
Except as specifically noted below, this policy applies both to employees and Trustees.
Attendance:
The Library encourages attendance at professional meetings and conferences. Any current employee or current Trustee is eligible to attend, but the needs of the Library shall have priority. Priority is given to Trustees, the Director, and Department Heads. F actors which help determine the extent or appropriateness of Library support are membership in the sponsoring professional organization, committee membership, leadership in the organization, and pertinence of the meeting to the employee's Library responsibilities.
Accompanying people who are not current employees or Trustees must pay their own way.
Salary:
The Library will pay salary for current employees for the following time allowances:
Downstate or outside of Chicago area:
Actual travel time up to eight hours per day on a day without a meeting
8 hours pay on any day which has a meeting
In Chicago metropolitan area:
Pay for actual travel time, not to exceed 4 hours per day
If an employee stays an extra day at the Library's request to save money on fares, s/he will be paid for 8 hours that extra day.
Housing:
The Library Director approves all overnight trips for staff. Such trips and attendance at conferences and workshops must meet the needs of the Library.
Staying over a weekend is encouraged if it saves the Library money.
At conferences, employees should stay at a conference hotel, as there is usually a cost savings. Where there is no conference hotel, employees should stay at a moderately priced motel or hotel.
Expenses:
Each Department Head is expected to keep track of expenses within the approved budget. If more Trustees than budgeted wish to attend a continuing education opportunity, the Board of Trustees will vote to approve this before registration.
The Library will pay for lodging, mileage, parking, expressway tolls, public transportation and train fares, airline fares, photocopies and office expenses, and appropriate tips to people such as porters, maids, cab drivers, and wait people. The Library pays for personal laundry if the employee is away for more than four days.
Attendees are encouraged to use the least expensive mode of travel as much as possible (example: public transportation and coach fares). Cabs may be used when other methods are unsafe or impractical.
The Library will pay for all work-related long distance calls, and one personal long distance phone call of a reasonable length per day.
The Library will not pay for expenses incurred during work-related travel that are purely for entertainment (movies, plays, museums, non-Library tours, or in-room movies) even if they are advertised as sponsored by a professional association. However, the Library will pay for meals, awards ceremonies, banquets and gala parties which are part of professional conferences.
Parking and speeding tickets while on Library business are paid by the employee, not the Library.
Automobile mileage reimbursement is the same as that authorized by the Internal Revenue Service. The mileage allowance is provided to cover the cost of gas, maintenance, repair, and insurance while on Library business.
Meals taken while on Library duty away from home or the Library will be paid to a maximum of $50.00 per day averaged over the number of days away from home, with a limit of $25.00 per meal. Meals are only reimbursed upon presentation of receipts except with permission of the Director.
The Library will not pay for alcoholic drinks.
The Library does not provide cash advances to staff or Trustees who travel. However, Library pre-payment of such things as conference registration and airline fares is encouraged.
Requests for reimbursement should be submitted promptly, and must be approved by the Department Head. Receipts and detailed records must be submitted when requesting reimbursement for out-of-pocket expenses related to travel and meetings. Non-receipted expenses are paid only with the Director's permission.
Reports:
In the case of attendance at lectures, staff are to write up a brief summary of the meetings attended for inclusion in the monthly report. This may only be a paragraph or two. While this summary need not be detailed, it is recommended that separate, more detailed notes be prepared as appropriate for future reference. In the cases of general discussion meetings, where it is impractical to take notes, supplemental detailed notes are not required, but a brief summary should be prepared.
Trustees should type notes as above, or plan to give a five minute report at the next monthly Board meeting on meetings attended.
HELEN M. PLUM MEMORIAL LIBRARY
P-24. Background checks. Adopted by the Library Board of Trustees, June 10, 2008
Purpose: Background checks are conducted to:
Promote a safe work environment for staff and patrons;
Protect organizational assets such as people, property and information;
Ascertain applicants' suitability for employment.
Criminal History Check: All applicants 18 years of age or older shall undergo a criminal history check as a condition of employment. A criminal history or criminal conviction does not automatically preclude employment. The nature of the offense and its relevance to the particular job will be evaluated on a case-by-case basis.
Employees and volunteers engaged by the Library must complete a Criminal Background Check Waiver and Release of all Claims form (Appendix A) and a criminal background check will be performed.
The Library reserves the right to conduct periodic background checks on all employees/volunteers.
Procedure: Compliance with this policy may be waived atthe Library’s discretion due to the impossibility or impracticability of its application with respect to volunteers.
Information obtained by the Library through a background check will be shared only with Library representatives having a need to know.
The Library reserves the right to conduct supplemental background checks and/or more extensive background checks depending on the position being filled.
HELEN M. PLUM MEMORIAL LIBRARY.
P-25. Staff Records. Adopted by the Library Board of Trustees, June 10, 2008
Any employee has the right to examine his or her own personnel file and the documents contained in it. A request to examine the file must be made to the Business Manager in writing. Procedures for such examination will be those cited in Illinois Law "Personnel Record Review Act", 820 ILCS 40/. The Business Manager will physically remain with the person while s/he is examining his or her own file.
It is expected that each employee will inform the Business Office of any change in his or her own address or phone number, or any change in the name or phone number of anyone listed on the emergency sheet. Other changes which must be brought to the Business Office’s attention include marital status, social security number, or other items which were originally given to the Library when the employee began work.
The Director makes the final decision as to what will be contained in each employee's personnel file except that employees may add responses to disciplinary materials as provided in the "Discipline" provisions of this personnel manual.
Any employee caught accessing any personnel file without authorization will be subject to disciplinary action up to and including involuntary termination.
HELEN M. PLUM MEMORIAL LIBRARY.
P – 26. Staff Acceptable Internet Use Policy. Adopted by the Library Board of Trustees June 14, 2011
Many Internet resources are necessary for the completion of library tasks, research, and professional development. The Library provides equipment and supplies including access to the Internet at staff workstations for Library work-related duties. Staff members are expected to use good judgment in use of, and time spent, using Library property.
Activities that interfere with the job performance of an employee or other employees or with communication among employees, or jeopardize the safety of an employee or other employees, are prohibited.
The Internet shall be used only for purposes that benefit the Library during scheduled work hours. Access to the Internet via staff workstations is for authorized staff only.
The amount of time spent on the Internet should be in proportion to the requirements of the duty or task of the employee’s position description. The amount of time spent on the Internet should be only that required for the Library-related task being performed.
Electronic mail is provided for Library-related purposes. As with telephones, personal use of electronic mail should be limited.
Blogging and social networking on library time must be of benefit to the Library, or promote professional growth and development. Personal blogging and social networking about non-work related activities, are prohibited during working hours.
The Internet shall not be used for commercial activities in which the staff member or his/her family or friends are engaged.
Online software shall not be downloaded without prior clearance by the Information Technology Systems Support Specialist.
Library computers may be used only for legal purposes. Transmission of any material in violation of local, state and federal laws and regulations is prohibited.
Ideas expressed via email are the responsibility of the employee and should reflect the professional demeanor appropriate to a Library representative.
Employees who violate this policy are subject to disciplinary action up to and including termination of employment.
HELEN PLUM MEMORIAL PUBLIC LIBRARY DISTRICT
U - 1. Policy on the use of library materials and facilities. Adopted by the Library Board of Trustees, April 12, 2011.
This policy comprises the following main sections:
1. Days and hours of service
2. Circulation
3. Access to materials
4. Reference
5. Use of software
6. Service to patrons with disabilities
7. Confidentiality of library records
8. Use of meeting rooms, exhibit areas, and bulletin boards
9. Behavior in the library
Illinois Statutes, 75 ILCS 5/4-7.2, states, "The board of library trustees shall establish, and review at least biennially, a written policy for the selection of library materials and the use of library materials and facilities."
The outline which follows is based on the one in Serving Our Public 2.0: Standards for Illinois Public Libraries, 2009.
1. Days and Hours of Service
The Library is open the following days and times:
Monday through Friday, 9:00 a.m. to 9:00 p.m.
Saturday, 9:00 a.m. to 5:00 p.m.
Sunday, 1:00 p.m. to 5:00 p.m.
The Library is closed on the following days:
January 1, New Year's Day
Easter
Lilac Parade Day
Sunday before Memorial Day
Memorial Day
Independence Day
Sunday before Labor Day
Labor Day
Wednesday before Thanksgiving at 5:00 p.m.
Thanksgiving
December 24, Christmas Eve
December 25, Christmas
December 31
Every December, the Library Board of Trustees reviews and approves the holiday schedule for the upcoming calendar year, so as to consider closing an additional day when a moveable holiday falls on a Sunday.
2. Circulation
a. Library Cards
District residents of any age and property owners and businesses of corporate Lombard need pay no fee to be eligible to receive their first library card. An authorized representative of a business must bring written permission on the firm's letterhead requesting a library card. A parent or legal guardian must sign for a card holder under age 18; the signature must be signed in the Library.
Library cards for the aforementioned groups are renewed every 3 years without additional fees, provided the library card holder can show proof of address, current tax bill, or a request on the firm’s letterhead, respectively and is in good standing.
There is a fee to replace damaged, destroyed, lost, or stolen library cards.
An expired library card cannot be renewed until all overdue materials are returned and all fines paid.
Library cards are not transferable.
b. Fees for nonresidents
Annual non-resident fees for library privileges at the Library will be determined by using the same method by which resident taxpayers' annual fees are determined. The Library's current tax rate will be applied to the equalized assessed valuation appearing on registrants' tax bills.
In the case of non-resident renters, a fee to be determined annually by the Library Director based on the average value of a home in Lombard will be charged.
It will be necessary for non-resident patrons to present their tax bills or rent receipts upon renewal of their Borrower's cards.
c. General Rules
The holder of a library card is responsible for returning materials complete and in good condition. The Library will assess a daily fine for any item kept beyond the due date, and will assess a fine for damaged, incomplete or lost materials. A processing fee will be added to the cost of the materials for anything lost or returned damaged beyond repair.
Patrons with a valid, current library card may check out materials without presenting a library card if staff are reasonably certain that the person checking out is the holder of the library card.
All materials have a three-day grace period after the due date, during which time no overdue fines are collected. Starting the fourth day, fines are charged back to the day after the due date.
d. Videotapes and DVDs
Patrons under the age of 18 must have written parental permission to check out videotapes and DVDs.
The loan period for all videotapes and DVDs is one week. Videotapes and DVDs may be renewed once.
Overdue fines are $1 a day.
All videotapes and DVDs may be borrowed by card holders from other libraries provided their card is valid. In addition, videotapes and DVDs are available for interlibrary loan. The loan period will be one week plus the time for transit as determined by the Circulation Staff.
e. Overdue, lost and damaged materials
1. Fines for Overdue materials
Any person who shall fail to return in undamaged condition any book or library material belonging to or originally borrowed from the custody of the library shall be fined as herein provided:
Overdue fines on materials classified in the Adult Services Department and Teen Materials.
Books and other materials, except as noted below: Ten cents per day, maximum fine of $10.00
Paperbacks: Ten cents per day, maximum fine of $3.00
Videotapes and DVDs: $1.00 per day, maximum fine of $12.00, not to exceed the cost of the item.
CD ROMs (software): Ten cents per day, maximum fine the cost of the item.
Overdue fines on materials classified in Youth Services
Books and other materials, except as noted below: Five cents per day, maximum fine of $5.00
Paperbacks: Five cents per day, maximum fine of $2.00
Videotapes, videogames and DVDs: $1.00 per day, maximum fine of $12.00, not to exceed the cost of the item.
CD ROMs (software): Five cents per day, maximum fine the cost of the item.
2. Fines for Lost and Damaged materials
The replacement cost of each item will be established when the item is first acquired and includes a processing fee.
In some cases, such as when items are made up of various pieces, library staff have discretion to request partial payment.
Any items paid for as lost and paid may be returned within four (4) months from the due date for a refund of the value of the amount the patron paid minus the processing fee. After four months, no refunds may be given
Patrons will be responsible for the replacement cost of any storage pouch if it is lost or damaged beyond repair.
Processing Fee:
All materials except as noted below: $5.00 per item
Paperback books: $2.00
Periodicals and newspapers: $1.00
Lost library cards:
$2.00 per card for each card.
f. Willful failure to return materials.
Patrons will not be allowed to check out materials if they have any damaged materials not paid for, fines totaling $5.00 or more, overdue materials that have been billed, or are otherwise in debt to the Library. However, if materials are overdue, but the patron does not yet owe $5.00 in fines, the patron may still continue to borrow materials. The library staff may not waive these regulations without the specific permission of the Library Director or the Head of the Circulation Dept. However the patron may request and receive a 24 hour hold on the item(s) he or she wishes to check out to allow the patron to correct the situation which has resulted in loss of eligibility to borrow.
In addition to the foregoing, in the event that any person’s failure to return any book or library material, in an undamaged condition, is determined to be willful, the Director of the Library shall proceed in accordance with the Illinois Library Theft Act. For purposes of this section, “willful” is to mean “without good cause.”
g. Deposit of fines into accounts
All fines and penalties for the commission of injury upon the library, its grounds, or the property thereof shall be paid into the general fund of the library.
h. Administrative rules
Administrative rules concerning routine circulation matters including, but not limited to, the following, shall be reviewed annually by the Library Director:
Length of loans
Limits on number of items
Renewals
Reserves
Interlibrary loans
Lost or damaged materials
Videotapes and DVDs
Reciprocal borrowing
i. Reciprocal borrowing
Individuals presenting a valid card from another public library in Illinois may borrow materials from the Library to the extent allowed by State of Illinois ILLINET regulations. The card must have the name of the individual presenting it, and an expiration date in the future. The card must be either a resident borrower’s card or a system borrower’s card to be valid for reciprocal borrowing.
All materials may be borrowed by anyone holding a valid Illinois library card which is eligible for reciprocal borrowing under the State of Illinois ILLINET guidelines.
As a resident card holder, the borrower identified on the valid borrower’s card may physically take his or her library card to another library to borrow materials. Those materials are the responsibility of the individual who borrows them, and are subject to all of the fines, rules, and regulations of the lending library. Other libraries may limit the borrowing privileges of reciprocal borrowers.
j. Charges for service
The library charges for materials as follows:
Copies from the copy machine: $ 0.10 per page
Microfilm reader/printer copies: $ 0.10 per page
Prints from the print release station: $ 0.10 per page
There is no charge for prints from the online catalog
Sale of computer discs: $ 1.00 each
Sale of flash drives: $5.00 each
Large green bags: $2.00
Small green bags: $1.00
Earbuds: $1.00
k. Interlibrary loan
The Library participates in interlibrary loan activities according to the Illinois ILLINET Interlibrary Loan Code.
3. Access to materials
From the "Materials Selection Policy"
The collection is available to all adults. All materials except videotapes and DVDs are freely available to youth; they may borrow videotapes and DVDs with parental consent. While all materials are available, some items which are likely to be subject to theft or mutilation are kept behind the reference desk and must be requested. Materials are not sequestered solely because of subject matter. The Library places the responsibility with the parent or guardian for the use of Library materials for or by their children.
4. Reference
See the "Reference Policy"
5. Use of software
Library staff do not offer assistance with loading or running the software other than advising the patrons to look at the “system requirements” which are attached to the pouch. Staff will not be expected to assist in troubleshooting.
Patrons’ software cannot be used in the Library building on Library equipment.
Loading Library CD-ROM’s may alter patron’s computer files. The Library is not liable for any changes or damages that this software causes to patron equipment or computer files.
6. Service to patrons with disabilities
The Library strives to comply with the requirements of the Americans with Disabilities Act and the Illinois Accessibility Code and all applicable regulations with respect to access by the disabled. The Library offers the same services to patrons with disabilities as to all other segments of the population. In addition to those services, the Library acts as facilitator between the patron and Services to the Blind and Physically Handicapped, offers home delivery to patrons with disabilities which prevent them from coming to the library, and welcomes service animals in the library.
7. Confidentiality of library records
See the Privacy Policy
8. Use of meeting rooms, exhibit areas, and bulletin boards
See the “Policy on Use of Meeting Rooms”
See the "Policy on Exhibits "
9. Behavior in the library
See the "Policy Governing Patron Behavior"
See the "Policy On Unattended Children"
See the Village Code, Chapter 96: Public Library
HELEN M. PLUM MEMORIAL LIBRARY
U-2. Policy governing patron behavior. Adopted by the Library Board of Trustees, January 8, 2008
In accordance with Illinois Compiled Statutes, Chapter 75, Act 5/4-7, the Board of Library Trustees of the Helen M. Plum Memorial Library has the following powers:
“To make and adopt … rules and regulations … for the government of the Library …” and
“To exclude from the use of the Library any person who wilfully violates the rules prescribed by the Board.”
Therefore, the Board of Trustees of the Helen M. Plum Memorial Library adopts the following as its policy on patron behavior:
1. The Library Director is delegated the authority to promulgate and amend as necessary reasonable rules and regulations governing appropriate patron behavior. These rules and regulations shall be available for examination in the Library.
2. The Library staff has the right to remove people who are not using the Library’s materials and services. The Library staff further has the right to deny use of the Library building and grounds to those who are violating Library rules and regulations, and to deny them further Library access.
3. The Library staff has the right to see identification of any person on the premises who is violating the rules of patron behavior.
4. The Library staff may, and will, call the Lombard Police to help enforce the Library rules of patron behavior or to learn the identity of violators of patron behavior rules.
HELEN M. PLUM MEMORIAL LIBRARY
U-3. Policy on unattended children. Adopted by the Library Board of Trustees, January 8, 2008
Parents are responsible for the behavior of their children while their children are in the Library. Parents and caregivers must be aware that the Library is a public building, open to all.
The Helen Plum Library staff is committed to help children with activities related to the Library. However, Library staff cannot, nor is it their responsibility to serve as baby-sitters, teachers, or disciplinarians. Violations of this policy are grounds for suspension of library privileges.
Children age eight and younger must be accompanied and directly supervised at all times by a parent or other responsible caregiver. When the safety of an unattended child is in doubt, or the parent or responsible caregiver cannot be located, or if the Library is closing, Library staff is authorized to call the police and stay with the child until the police arrive. The Library shall notify the parent of incidents involving an unattended child.
From time to time, the Helen Plum Library schedules or provides programs which are designed and suitable for attendance by children without parental supervision. However, the parent or responsible caregiver must remain in the building.
Children age nine and older may use the Library unattended by an adult, subject to other Library rules and policies concerning behavior, conduct, and demeanor.
HELEN M. PLUM MEMORIAL LIBRARY
U-4. Privacy Policy. Adopted by the Board of Trustees, June 10, 2008
In keeping with Library policies and state and federal laws, the Helen M. Plum Memorial Library protects patrons’rights to privacy and confidentiality of their library records. Circulation records, registration records, and records of patron use of electronic resources which identify the name of library users are confidential in nature.
Such records shall not be made available to anyone, including any agency of state, federal, or local government except pursuant to such process, order, or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigative power.
Electronic communication by its nature may not be secure, however, and networks are sometimes compromised. The Library cannot guarantee security in confidential online transactions.
Patrons must provide a Helen M. Plum Memorial Library card, valid State I.D., or other proof of identification that is acceptable to the Library staff, in order for staff to provide borrowing information. Borrowing information is provided in person, and in a limited way for telephone renewals.
Library staff shall refer all requests for patron registration or library use records to the Library Director or person in charge.
As per Illinois Law, public act 95-0040, the identity of a suspect, witness, or victim of a crime will be provided without a court order to a sworn law enforcement officer, if s/he represents to Library staff that it is impractical to secure a court order as a result of an emergency where the law enforcement officer has probable cause to believe that there is an imminent danger of physical harm.
HELEN M. PLUM MEMORIAL LIBRARY
U-5. Materials Selection Policy. Adopted by the Board of Trustees, June 14, 2011
Introduction: Purpose of the Policy
It is the intent of the Board of Trustees to create a Materials Selection Policy to share with the people of Lombard overall principles of collection development, and the Board's position on intellectual freedom and access to the collection.
1. Description of Lombard and citizens
Lombard is a culturally diverse middle class suburban community west of Chicago, in the heart of DuPage County. It has a well-balanced mix of single family homes, apartments, industry and retail, as well as public and private schools.
2. Purpose of the collection
The collection exists to further the vision statement and mission of the Library as approved by the Library Board of Trustees.
3. Responsibility for collection management
The Library Director is responsible to the Board of Trustees for the selection of materials and development of the collection. Collection management, including decisions about selection, gifts and weeding, is done by librarians with an ALA-accredited master's degree in library science or reference desk staff under their supervision.
4. Parameters of the collection
The Board of Trustees wants the Library's collection to be an extensive, comprehensive, and cosmopolitan collection of library materials.
Materials in the collection are selected to reflect the diverse needs of the residents of Lombard. If the Plum Library is to fulfill its obligation of being a public library, then, to the extent authoritative materials are available, it must have in its collection materials on all subjects, by authors of varied political affiliations, and of varied points of view, even those which may be regarded by some as controversial, whether because of political expression or affiliation, or moral implication. There is the possibility that material may be regarded by some as unpleasant or offensive, or in political or religious opposition to local beliefs.
A collection management plan including information about selection, gifts and weeding, shall be in place for each area of the collection.
5. Criteria for selection, replacement and withdrawal.
The Board of Trustees instructs the Director and staff to use their best judgment as professional librarians in making selections. Staff choices are based upon the value of the selected materials to the people of Lombard, patron request, existing holdings in the subject area, reviews, format, price, literary merit, authenticity of materials, and honesty of presentation. In limited cases, availability of the same or similar materials at other libraries may affect selection.
6. Gifts
The Library accepts gifts only with the provision that they may be kept, discarded, or maintained solely at the Library's discretion. The Library only accepts gifts to the collection which are of the same sort of materials the Library would normally add to its collection through purchase, such as books, audio visual materials and the like. Collectibles, historical objects, valuable papers, and museum objects are not accepted as gifts, except with the Library Director's permission. The Library will not accept collections that are to be kept together as a separate entity, or with restrictions as to use, permanence or location. No staff member will assign a monetary value to any gift.
Cash gifts as memorials or for other purposes are accepted for the purchase of library materials. While the general subject or type of materials may be specified by the donor, professional staff will select the actual titles based on Library need.
7. User requests
The selection of library materials is a two-way process with the users of the Library indicating their interests and needs, and the librarians executing their professional judgment in anticipating demands and selecting the best materials with which to satisfy them.
8. Access
The collection is available to all adults. All materials except videotapes and DVDs are freely available to youth; they may borrow videotapes and DVDs with parental consent. While all materials are available, some items which are likely to be subject to theft or mutilation are kept behind the reference desk and must be requested. Materials are not sequestered solely because of subject matter. The Library places the responsibility with the parent or guardian for the use of Library materials for or by their children.
9. Reconsideration of materials in the collection
Patrons may request that the placement, retention or inclusion of materials in the collection be reconsidered. When a patron fills out a written "Materials Consideration Form", those materials will be reviewed by the selector or other staff competent to evaluate them. Materials are judged as a whole; isolated passages in themselves are not used as criteria. The Library Director will review any decisions upon written request. Patrons unwilling to accept the Director's decision may appeal the matter to the Board of Trustees.
10. Intellectual Freedom
The Board of Trustees of the Helen M. Plum Memorial Public Library District adopts the American Library Association's Bill of Rights, the Freedom to Read Statement and the Freedom to View Statement as amended.
AMERICAN LIBRARY ASSOCIATION
BILL OF RIGHTS
The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.
I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
V. A person's right to use a library should not be denied or abridged because of origin, age, background, or views.
VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
January 23, 1996, by the ALA Council.
AMERICAN LIBRARY ASSOCIATION
THE FREEDOM TO READ STATEMENT
The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove or limit access to reading materials, to censor content in schools, to label "controversial" views, to distribute lists of "objectionable" books or authors, and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to counter threats to safety or national security, as well as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted to reading and as librarians and publishers responsible for disseminating ideas, wish to assert the public interest in the preservation of the freedom to read.
Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to recognize propaganda and misinformation, and to make their own decisions about what they read and believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be "protected" against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression.
These efforts at suppression are related to a larger pattern of pressures being brought against education, the press, art and images, films, broadcast media, and the Internet. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government officials.
Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with controversy and difference.
Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. The written word is the natural medium for the new idea and the untried voice from which come the original contributions to social growth. It is essential to the extended discussion that serious thought requires, and to the accumulation of knowledge and ideas into organized collections.
We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures toward conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings.
The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights.
We therefore affirm these propositions:
It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority.
Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept that challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it.
Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated.
Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one can read should be confined to what another thinks proper.
It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author.
No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say.
There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.
To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can machinery be devised that will suit the demands of one group without limiting the freedom of others.
It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous.
The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for others. It presupposes that individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them.
It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information.
It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to read, and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the free flow of public information is not restricted by governmental prerogative or self-censorship.
It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good one, the answer to a "bad" idea is a good one.
The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader's purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principal means of its testing and growth. The defense of the freedom to read requires of all publishers and librarians the utmost of their faculties, and deserves of all Americans the fullest of their support.
We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of the written word. We do so because we believe that it is possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression that are repugnant to many persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours.
Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.
AMERICAN LIBRARY ASSOCIATION
FREEDOM TO VIEW STATEMENT
Amended by the Helen M. Plum Memorial Library Board of Trustees
October 9, 2007
The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression.
Therefore the Helen M. Plum Memorial Library supports these principles:
1. To provide the broadest possible access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression.
2. To provide access to videotapes and DVDs by children under age 18 by signed parental approval only.
3. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.
4. To provide film, video, and other audio visual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.
5. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video and other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.
6. To contest vigorously, by all lawful means, every encroachment upon the public's freedom to view.
The above statement is adapted from the one endorsed by the American Library Association Council, January 10, 1990
HELEN M. PLUM MEMORIAL LIBRARY
U-6. Reference policy. Adopted by the Library Board of Trustees, June 14, 2011
A. Reference service. Reference service at the Helen M. Plum Memorial Public Library District is provided to satisfy the informational and recreational needs of all patrons. It is our goal to provide the highest quality and most consistent reference service possible at all hours the Library is open.
B. Availability of Reference Service and Materials.
1. Reference service in both Adult Services and Youth Services is provided to all patrons regardless of age, sex, religion, race, economic status, ethnic origin, disability or residency during the hours that the Library is open. Library staff assist with all reference questions without regard to the purpose of the inquiry or the possible use of the information. All questions are treated with equal respect.
2. Reference materials do not circulate.
3. The following services are available to Helen Plum Library cardholders only: reserves, interlibrary loans, and appointments to use the Internet.
C. Age Equity. Adult Services usually serves people over the age of 14, and Youth Services usually serves people ages 14 and younger. When a patron of an age not normally served by each department requests help, then as a minimum the following steps must be taken:
1. Perform a complete reference interview to ascertain the patron’s exact need for help.
2. Once a librarian begins locating material for the patron, s/he should stay with the patron until all departmental resources are exhausted.
3. At whatever point that the librarian determines that the material is best found in the other department, s/he will explain that this is the case, and offer to escort the patron either to the materials in that other department or to the librarian working in that other department for further help.
4. If a patron is willing to go unescorted to the other department, it is good practice to keep an eye on him or her to make sure s/he does not get “lost.” Where appropriate, consider calling the other department to tell the librarian that someone is being referred.
D. Qualifications of Staff. Reference service is provided by professional librarians who have an ALA-accredited Master’s Degree in Library Science and/or Information Sciences, and by other non-MLS-degree staff who meet the Reference Standards for DuPage Library System Public Libraries.
E. Priorities of Reference Service. Reference service is provided in response to all forms of inquiry including in-person, telephone, mail, e-mail, fax or other means. Priorities are:
1. In-person requests
2. Telephone requests
3. E-mail requests or other electronic means
4. Fax requests
5. Mail requests
6. Other
At the reference desks, the provision of reference service has priority over other staff assignments. Except for contest questions, there is no set limit to the amount of time which may be spent on a reference question. The librarian will decide when all reasonable sources have been exhausted. In the interest of accuracy and better service to all of our patrons, reference requests requiring complex research or the communication of large amounts of data may be deferred to a less busy time. However, questions will be answered or referred by closing time on the next business day. A longer response time will be arranged with the patron if the librarian foresees difficulty in locating the needed information.
Telephone reference service may be used for short, factual information questions which do not require extensive reading or interpretation on the part of staff members. If the answer to a telephone question seems too involved to relay easily over the phone, this should be explained to the patron and the suggestion made that the patron come to the Library.
F. Fees for Reference Service. In general, reference services are provided free of charge except when charges are levied by a supplying agency and passed on to the patron. Online services such as research database subscriptions are provided to patrons without charge. There is a charge for printing.
G. Accuracy. Every attempt will be made to provide accurate answers to all questions. The librarian provides information, not opinions. The sources for all answers will be given to the patron.
H. Special Categories of Reference Inquiries.
Homework. The role of the reference librarian is one of guidance in helping the student find the material or potential source for material to complete the assignment. The level of help provided is dependent on the difficulty of the search and the age and sophistication of the student.
Every effort is made to satisfactorily answer the student’s question(s) and provide the sources for information as well as the instruction needed to use those sources. However, the student is expected to use that material to meet the requirements of the assignment. The staff cannot write the paper for the student or organize the information into the exact configuration needed to fulfill the assignment.
Adult Services and Youth Services staff cooperate with schools in assisting with homework assignments. Assignment alert forms are filled out by Library staff when notified by the schools and preparations are then made to deal with those assignments. When we become aware of a heavy demand for which limited quantities of materials are available, the following options may be considered:
1. Sequestering materials (reference and/or circulating)
2. Limiting the loan period
3. Limiting the number of items to be checked out in a particular subject area
4. Assembling appropriate materials into special displays
5. Suggesting reserves, direct loans, and inter-library loans
Requests involving extensive research for a homework project are only answered in person. Quick answer homework questions can be answered over the telephone only if the answer is readily available.
If every effort has been made by the reference staff and the student to locate information without results, the librarian, at his/her discretion, may choose other options including, but not limited to, interlibrary loan (ILL), and online searching. If other options are inappropriate or unsuccessful, the student will be encouraged to return to the teacher for further instructions or an altered assignment. A “teacher letter” may be given to the student at any point in the process if necessary.
Contest Questions. Contest and trivia questions by telephone or in person will be answered to the best ability of the reference staff within a 5-minute time frame. Library staff will answer only one contest or trivia question per phone call.
Medical and Legal Questions and Tax Advice. The librarian will not offer advice on medical, legal or tax questions. Patrons are encouraged to seek professional medical, legal and/or tax advice.
Genealogy. Librarians shall provide general assistance in genealogical research, guidance in locating items in the collection, and help in obtaining resources through interlibrary loan and databases. Librarians cannot, however, engage in actual genealogical research for patrons.
Stock Quotations and Lottery Numbers and Exchange Rates. The Adult Services staff will assist patrons seeking stock quotations, lottery numbers and exchange rates in person only.
Address Information. One “reverse look-up” inquiry will be answered by telephone, per call. No “near/by’s” will be provided.
Appraisals. The Library staff does not appraise rare books or antiques. Patrons are directed to appraisers and price lists.
I. Referral of Reference Questions. Any questions which cannot be answered on-site are referred to an outside source, as appropriate. Referrals can be made but are not limited to:
1. Interlibrary Loan
2. Voices of Vision (Blind and Physically Handicapped Service)
3. Other libraries
4. Professional organizations
J. Special Reference Staff Functions
Internet Service. See Helen M. Plum Memorial Public Library District Internet Policy and Internet Acceptable Use Rules.
Bibliographies and Booklists for Outside Agencies. Bibliographies and booklists are prepared for outside Lombard area agencies if resources and staff time permit.
Library Instruction and Orientation. Preschool groups, school classes, clubs and others may arrange a visit to the Library. Programs such as general orientation tours and library instruction can be tailored to meet the needs of the group or individuals. For groups these programs can be booked with at least two weeks notice. Tours and library instruction are available to individuals requesting such help as time permits.
K. Availability of Reference Service Policy. The Helen M. Plum Memorial Public Library District’s written reference policy and the ALA Code of Ethics shall be made available to the public on request.
L. Reference Service Publicity. Reference Service will be actively promoted to inform patrons of new and ongoing services.
M. Confidentiality. In compliance with the ALA Statement on Professional Ethics (see appendix) all requests for information will be handled impartially and with confidentiality. Patrons’ requests will be considered confidential within the bounds of identification needed to transmit the requested answer or necessary consultation with other reference personnel.
N. Evaluation of Reference Service. The American Library Association’s Evaluating Reference Services is used to evaluate reference service. Reference service is evaluated as needed.
O. Reference Policy Review. The Helen M. Plum Memorial Public Library District’s Reference Policy will be reviewed as needed.
P. Filing of the Reference Policy. The Helen M. Plum Memorial Public Library District’s Reference Policy will be filed with the DuPage Library System.
Q. Procedures and Forms. Appropriate procedures and forms will be developed to implement this policy.
HELEN M. PLUM MEMORIAL LIBRARY
U-7. Internet Policy. Adopted by the Library Board of Trustees, June 14, 2011.
USE OF THE INTERNET
The Helen M. Plum Memorial Public Library District urges library patrons to be informed consumers and carefully evaluate information obtained via the Internet. The determination of the accuracy of any Internet-derived information is the responsibility of the patron.
The Helen M. Plum Memorial Public Library District is not responsible for damages, indirect or direct, arising from a library patron's use of Internet information resources, or Internet access.
PRIVACY
Privacy of personal information used on the Internet may be at risk. Internet communications should not be considered secure. The patron is responsible for any personal information that they send out through the Internet. Patrons who are transferring confidential information--including but not limited to passwords, credit card numbers, online banking information, Social Security numbers, and health data--are strongly encouraged to safeguard their confidentiality.
FEES FOR ACCESS
No fees will be charged for access to the Internet computers.
FILTERING
None of the Internet access provided by the Library will be filtered.
ELIGIBILITY FOR USE
Any valid Lombard cardholder is eligible to use a reservable Internet workstation at any time, subject to availability, unless s/he owes more than $15.00 to the Library. Any person 18 years of age or older may use the Express Internet computers.
Parents are expected to monitor and supervise their children's use of the Internet. Patrons under the age of 18 will be permitted unrestricted access to the Internet if their parent or legal guardian has given written permission and this permission is on file with the library.
If a patron is under the age of 18 and does not have a permission slip on file, the librarian will do the Internet research for the patron.
Written permission for children or adults does not apply to wireless connectivity. Wireless connectivity is open to users of any age.
RULES FOR USE
The Library Director is authorized to issue rules concerning, but not limited to, such topics as unacceptable behaviors, time limits on the equipment, fees for printouts, priority usage for accessing the online catalog, instructions for downloading files including compliance with virus protection measures, and use of personal software.
It is the responsibility of each user to obey all local, state and federal laws when using the Internet, including but not limited to copyright, fraud, obscenity and privacy legislation. A user acknowledges that unauthorized reproduction, transfer or use of material accessed through this service may be a criminal offense under the United States Copyright Act, except as permitted by Fair Use regulations. Use of the Internet to access sites that are obscene, have child pornography, or contain material harmful to minors is prohibited.
WIRELESS CONNECTIVITY
The Library provides access to the wireless network free of charge.
Users are responsible for antivirus, antispyware, firewall, security, and privacy protection.
Users are not required to provide authentication (special encryption settings, user names, or passwords) to use the wireless network.
Parents and legal guardians are responsible for supervising their minor children’s access to the Library’s wireless network
Users are responsible for knowing how to configure their own equipment. Library staff members are permitted to provide general information for connecting devices to the wireless network, but are prohibited from providing technical assistance with wireless-enabled devices.
Any attempt to break into or gain unauthorized access to any computers or systems from the Library’s wireless network is prohibited.
PATRON ASSISTANCE AND INSTRUCTION
The Helen M. Plum Memorial Public Library District's staff will provide assistance to patrons in the use of electronic information networks as time and staff knowledge permits.
BREACH OF POLICY
Violation of any aspect of either this Internet Policy or the Internet Acceptable Use Rules may result in the loss of Library privileges and wireless access. Actions that violate federal, state, or local laws will be referred to the appropriate law enforcement agencies. If appropriate, the library may also pursue criminal prosecution.
HELEN M. PLUM MEMORIAL LIBRARY
U - 8. Drug and Alcohol Free Policy - Patrons. Adopted by the Library Board of Trustees, June 14, 2011
Not permitted at a Library location at any time is:
a.The illicit manufacture, use, possession, or distribution of controlled substances, look-alike drugs, drug paraphernalia;
b.The illicit manufacture, use, possession, or distribution of alcoholic beverages, marijuana, and their derivatives as defined by applicable statutes.
“Library location” means:
a.In any Library building;
b.On any Library premises;
c.In any Library-owned vehicle;
d.At any Library-sponsored activity where Library employees are engaged in activities under the jurisdiction of the Library;
e.Any activity wherein Library employees are engaged in activities under the jurisdiction of the Library.
A patron who violates the terms of this Policy may be sanctioned or expelled from a Library location at the discretion of the Library. Library use privileges may be suspended for a specified period of time. The Library may, in its discretion, refer incidents to appropriate legal authorities for prosecution. Sanctions or expulsion or suspension shall be in accordance with Library regulations and procedures.
The Library shall conduct a periodic review and evaluation of this Drug and Alcohol Free Policy to determine its effectiveness and to implement changes where needed.
HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT.
U-9. Policy on Patron Confidentiality. Adopted by the Library Board of Trustees February 9, 2010
It is the policy of the Helen M. Plum Memorial Public Library District (“Library”) to preserve the confidentiality of the registration and circulation records of its patrons to the fullest extent permitted by law. Information regarded as confidential in patron records includes name, address, telephone number, and any other information provided on the patron registration card and circulation record.
Circulation records and other records identifying the names of Library users with specific materials hereby are recognized as "confidential" in nature, and access thereto is hereby restricted to Library staff.
The Library may use registration information to distribute Library-related information to registered borrowers. These records will be made available to any local, state, or federal agency, or to any private individual, e.g., an attorney, only pursuant to a court order as may be authorized under the authority of and pursuant to federal, state, and local law. In all such instances, the Library’s legal counsel may be consulted or advised of issues related to patron confidentiality.
The general and specific provisions of this policy are intended to be in accord with the Illinois Library Records Confidentiality Act (75 ILCS 70/1). All Library staff and employees are hereby advised that such records shall not be made available to members of the public, the press, or to any agency of state, federal or local government, except pursuant to such process, order or subpoena as may be authorized under the authority of and pursuant to federal, state, or local law relating to civil, criminal, or administrative discovery procedures of legislative investigatory power.
In the event that an urgent request by a sworn law enforcement officer states that it is impractical to obtain a court order as a result of an emergency situation, and there is probable cause to believe there is imminent danger that someone will be physically harmed, the information requested, limited to only identifying a suspect, witness or victim of crime, but not including any registration or circulation records that would indicate materials borrowed, resources reviewed or services used at the Library, SHALL be provided to the officer if the required form is fully completed and signed by the officer.