5-60 Americans with Disabilities Act Compliance

General Guidelines 

The Chatham Area Public Library does not discriminate on the basis of disability in its services, programs, activities or employment practices in accordance with the requirements of Title II of the Americans with Disabilities Act of 1990, as amended (the “ADA”) and offers alternative reasonable compliance to meet its requirements. Accordingly, the Library is committed to ensuring that Library communications with applicants, employees and members of the public with ADA disabilities are as effective as communications with others; makes reasonable accommodations in Library policies, practices and procedures when necessary to avoid discrimination on the basis of disability, unless a fundamental alteration in a library program would result; and operates its services, programs and activities so that, when viewed in their entirety, they are readily accessible to and usable by individuals with disabilities. The library provides equal access to persons with disabilities, including those individuals who use service animals.

ADA Compliance Officer 

The Library Director or their designee is the Library’s ADA compliance officer, and will investigate any complaint against the Library regarding the ADA.

Implementation of this policy is the responsibility of all Library staff.

Method of Notification 

A copy of this policy is posted on the library’s website and can be printed upon request. If a person with visual impairment or other disability inquiries about this policy or about the Library’s ADA services, staff will offer to read the policy and to provide appropriate ADA services.

Service Animals 

The Library strives to create a welcoming, clean and comfortable environment for all members of the public.  Consistent with this goal, patrons are not allowed to bring animals of any kind or size into the Library, with the exception of service animals and animals for approved Library events. 

Service animals must be in control of their handler at all times and expected to behave in such a way as to not be a threat to the health and safety of others.  Pursuant to ADA Rules related to Service Animals, “if a particular service animal behaves in a way that poses a direct threat to the health or safety of others, has a history of such behavior, or is not under the control of the handler, that animal may be excluded.” 

Animals on Library property must be attended and restrained on a leash no longer than 6 feet at all times.  No animal may be fastened to stationary objects including the Library flagpole, bike rack, benches, outdoor furnishings and trees.

Employment 

The Library complies with all regulations of the U.S. Equal Employment Opportunity Commission under Title I of the Americans with Disabilities Act of 1990 and does not discriminate on the basis of disability in its hiring or employment practices.

Applicants or employees with disabilities who require a reasonable accommodation to apply for a position or to perform the essential function of their job should contact the Library Director

Reasonable Accommodation 

The Library is committed to ensuring that communication with individuals with disabilities is as effective as with individuals without disabilities. The Library will make reasonable modifications to ensure that people with disabilities have an equal opportunity to enjoy library programs, services and activities as those without disabilities.

Additionally, in order to assist individuals with disabilities, the library provides materials in a variety of formats: conventional print, large type, DVD, CD, electronic download and streaming services. When materials are not available in all needed formats, the Library will attempt to provide equivalent or similar items for use by persons with disabilities.

Despite the library’s best efforts, not all library materials may be available in accessible formats, not all areas of the library are available to individuals with disabilities, and not every library program, service and activity can be made accessible to every individual with a disability without fundamentally altering the nature of the service, activity or program. However, the library does make every reasonable effort to provide assistance to individuals with disabilities upon request.

Customers requesting an accommodation should contact the library, by phone at 217-483-2713 or email at [email protected]. Disability and Supportive Accommodation requests can also be made not less than five (5) working days prior to the program or activity.

Auxiliary aids and services for effective communication may require additional advanced notice, based on the length of time needed to acquire the aid or service.

Denial of Accommodation 

The Library may deny a request for an accommodation if the particular accommodation requested would fundamentally alter the nature of a service, program or activity of the Library. If the Library determines a requested accommodation would fundamentally alter the nature of operations, the Library will advise the requester of the decision in writing and discuss whether there is an alternative accommodation that would effectively ensure individuals with disabilities receive the benefits and services of the Library.

The Library may also deny or revoke an accommodation, and access to Library services, if the individual with a disability poses a direct threat to the health and safety of others. In determining whether an individual with a disability poses a direct health and/or safety threat, the Library will make individualized assessment, based on reasonable judgment of the best available objective evidence, to ascertain: the nature, duration and severity of the risk; the probability that the potential injury will actually occur; and whether reasonable modifications of policies, practices, or procedures or the provision of auxiliary aids or services will mitigate the risk.

The Library may impose legitimate safety requirements necessary for the safe operation of services, programs or activities as long as the requirements are based on actual risks, not on mere speculation, stereotypes or generalizations about individuals with disabilities.

Grievance Procedures 

Any person who believes that the Library has discriminated against that person because of the person’s disability may file a written complaint with the Library Director. The complaint will provide information about the alleged discrimination, including the date, location, persons involved and other particulars. The complaint will include the name, address and telephone number of the person filing the claim. Upon request, the Library will provide alternate means for filing a complaint, such as a personal interview or tape or digital recording, to a person with a disability.

The Library Director will make every effort to work cooperatively with a complainant to resolve the issue forming the basis of the complaint. In the event the response of the Library Director does not satisfactorily resolve the problem, an individual may choose to file an administrative complaint with the following government agencies:

Members of the public may file an administrative complaint with the U.S. Department of Justice, Civil Rights Division, Disability Rights Section or with the U.S. Department of Education, Office for Civil Rights.

Any or all of these methods may be pursued at the same time.

Individuals are protected from retaliation or coercion when pursuing their rights or responsibilities under the ADA.

For further information 

In accordance with Section 35.106 of the ADA’s Title II Regulations, all applicants, participants, beneficiaries, and other interested persons are advised that further information may be obtained from the ADA Compliance Officer and also from the Disability Rights Section, Civil Rights Division, U.S. Department of Justice, 950 Pennsylvania Avenue, Washington, DC 20530. Telephone: (800) 514- 0301 (Voice) or (800) 514-0383 (TDD).

LEGAL REF.: Americans with Disabilities Act, 42 U.S.C. §§ 12111 et seq. and 12131 et seq.; 28 C.F.R. Part 35.

ADOPTED: MARCH 20, 2000

AMENDED: JANUARY 16, 2023

5-40 Artwork Acquisitions

It is the intent of the Board of Trustees of the Library to create a library environment which is comfortable, functional and aesthetically pleasing.  To that end, works of art may be accepted as gifts under the conditions established by this policy.  Occasionally the library, after consulting with the Library’s Art Committee, may purchase a work of art to enhance the facility.

Oversight

The Library’s Art Committee will be responsible for art recommendations for the Library. The Art Committee shall consist of one seated Trustee, the Library Director and five residents of the Library District. The Committee will meet, at a minimum, twice per calendar year to conduct business related to evaluate potential acquisitions and donations.  

The acquisition of artistic items will be determined utilizing the following criteria:

• Relevance of item to Mission of the Library
• Educational value
• Local Artists
• Condition/integrity of item
• Documentation and established historic context

Donations

The Library Board of Trustees will accept gifts of personal property, art objects, portraits, securities and other donations only on the condition that they may be sold, given away, or discarded at the discretion of the Library Board of Trustees or the Library Director at any time. While the library will acknowledge gifts of art, it will not provide estimates of the value of artwork. Items given to the library will be presented to the Board of Trustees for acceptance upon recommendation of the Art Selection Committee. 

Final responsibility for acceptance of a work of art resides with the Board of Library Trustees. Of note, the Library particularly collects art created by local artists and items of relevant interest to residents of the Library District, but may collect works outside of that scope. 

De-Acquisition of Artwork

The Board of Library Trustees will be responsible for any decisions regarding the

removal of a work of art upon recommendation from the Art Committee. Any art withdrawn from the collection may be donated to an appropriate public organization or sold at public auction, or otherwise disposed of in the best interest of the Library. The proceeds from the sale of a work of art will go the Library Foundation investment account and will be reserved to be used for future collection-related purposes such as to repair and / or conserve works in the collection, or acquire additional works for the collection, at the discretion of the Board of Library Trustees.

LEGAL REF: 75 ILCS 16/30-55.100

ADOPTED: JANUARY 19, 2009

AMENDED: SEPTEMBER 18, 2023

1-80 Board of Trustees Ethics Statement

Public library Trustees are accountable for the resources of the library as well as to see that the library provides the best possible service to its community. The Chatham Area Public District Library Board of Trustees subscribes to the American Library Association Ethics Statement for Public Library Trustees as follows:

• Every Trustee makes a personal commitment to contribute the time and energy to faithfully carry out his/her duties and responsibilities effectively and with absolute truth, honor and integrity.
• Trustees shall respect the opinions of their colleagues and not be critical or disrespectful when they disagree or oppose a viewpoint different than their own.
• Trustees shall comply with all the laws, rules and regulations that apply to them and to their library.
• Trustees, in fulfilling their responsibilities, shall not be swayed by partisan interests, public pressure or fear of criticism.
• Trustees shall not engage in discrimination of any kind and shall uphold library patrons’ rights to privacy in the use of library resources.
• Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the library, acknowledging and supporting the formal position of the Board even if they disagree.
• Trustees must respect the confidential nature of library business and not disclose such information to anyone. Trustees must also be aware of and in compliance with Freedom of Information laws
• Trustees must avoid situations in which personal interests might be served or financial benefits gained as a result of their position or access to privileged library information, for either themselves or others.
• A Trustee shall immediately disqualify him/herself whenever the appearance of or a conflict of interest exists.
• Trustees shall not use their position to gain unwarranted privileges or advantages for themselves or others from the library or from those who do business with the library.
• Trustees shall not interfere with the management responsibilities of the director or the supervision of library staff.
• Trustees shall support the efforts of librarians in resisting censorship of library materials by groups or individuals.

 

ADOPTED: MARCH 20, 2000

AMENDED: OCTOBER 21, 2024

Information of general community interest may be posted on the Library's bulletin board according to the following rules:

1. The library staff will give permission to post all notices.  Library staff will remove all notices
2. Material posted on the Library's bulletin board must have the approval of the Library Director or designated staff.
3. Priority will be given to notices about activities and events occurring within the Chatham Area Public Library District.
4. Priority will be given to notices about non-profit, cultural, or educational activities and events.
5. Permission to have material posted will be denied if the material promotes the violation of the rights of others, the material infringes on a copyright, or if the material is defamatory, obscene, vulgar, or indecent.
6. Permission to have material posted will be denied if the material is  commercial in nature such as, but not limited to, advertisements, yard sale notices, business opportunities, and rentals.

LEGAL REF.:         75 ILCS 16/30-60

CROSS REF.:         5-40

ADOPTED:             MARCH 20, 2000

Illinois Law prohibits a Concealed Carry Licensee from carrying any firearm, concealed or partially concealed, on or into any building, real property or parking area under the control of the Chatham Area Public Library District. In conformance with State Law, the Library District will clearly and conspicuously post at all entrances to the building, driveways and parking areas of the Library District the required signs as approved by the Illinois State Police stating that the carrying of a firearm on Library District property is prohibited. Any violators will be reported to law enforcement.

LEGAL REF:                 430ILCS 66/65

APPROVED:               NOVEMBER 18, 2013

REVIEWED:               AUGUST 19, 2024

Circulation Policy 4-20

Purpose

The Chatham Area Public Library District (CAPLD) is a tax-supported public library.  This means that people residing within the boundaries of the Chatham Area Public Library District pay taxes to support the Library. People who live within the boundaries pay no additional fee to be eligible to receive their library card.  

Library Cards

Library Card Responsibility

Library cardholders apply for the right to use the materials and equipment of Chatham Area Public Library and agree to abide by the rules of the Library and fees charged to their library card accounts. Cardholders understand that they are solely responsible for items checked out with their library card. Chatham Area Public Library Cards are not transferable. The Chatham Area Public Library is not responsible for damages, direct or indirect, resulting from the borrowing or use of Library materials or its equipment. 

Patrons assume full responsibility for the return, damage or fees for materials loaned under this policy. 

A parent or legal guardian is responsible for items checked out on juvenile cards. Legal guardians are responsible for notifying the Library when the child is no longer in their care. 

Valid Cards

A Chatham Area Public Library card is valid when it meets the following conditions: 

a) It is registered with the cardholder’s correct name and permanent address in the Library’s database; 

b) The outstanding charges against the holder do not exceed $5.00; 

c) The card has not expired; 

d) The person in possession of the card is the one to whom it was issued or, in limited circumstances, authorized to use the card. 

Renewals, Updates and Lost or Stolen Cards 

A Chatham Area Public Library card is valid for 3 years from the date of issue. Resident Cards are renewed every 3 years without additional fees, provided the library cardholder is in good standing and still lives or owns property in the Library District. The Library may use automated means to verify your address or alternately, request proof of current address.

See the chart below with Categories 1 & 2, regarding identity and residency verification.

Cardholders are asked to promptly inform the Library of a lost card, change of address or change of personal contact information such as email and phone number.

Library Card Application 

Residents within the Chatham Area Public Library District boundaries who are 16 years of age or older are encouraged to begin the library card application process. This can be done in two ways:

1. By visiting the Library with pieces of identification from both categories as listed below. The person applying must provide the street address of their residence on the library card application; P.O. Boxes will not be accepted. If mail is received at a post office box, both the post office box address and the street address of the residence must be given.  

2. By filling out an application on our website. This is only for those 18 years age and older.

Persons owing fines, fees or overdue materials to this or other libraries must take care of these obligations before a Chatham Area Public Library card will be issued. 
 

If at any time a library card or notice is returned to the library through the post office, the patron’s account may be blocked and the patron may be asked to provide proof of residency using one of the documents from Column 2, Option A above before the card may be used again.

Second-Party Authorization 

Adult cardholders, ages 16 and older, may designate another adult to pick up materials on hold or update contact information on their behalf. The cardholder must be physically present to make this designation. This permission information is to be recorded as a note in the cardholder’s library card account. The patron must grant permission in writing listing those individuals who are allowed to check out interlibrary loaned or reserved materials on their account. When picking up held or interlibrary loan materials, the authorized second-party should present the library card of the individual who reserved the material. The material will be checked out to this card.

Types of Cards

Resident Adult 

Use of a library card is limited to the patron whose name appears in the library card account. 

As a resident card holder, the borrower may physically take their library card to any public library in Illinois and ask 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. Often libraries limit the borrowing privileges of reciprocal borrowers, and it is important to be aware of local rules and procedures before making selections.

Resident Child

A child, under age 16, may be given a library card if the parent or legal guardian signs the card application and accepts financial responsibility for any fees or charges that the child incurs with that card.  The parent or legal guardian who can verify with approved identification that they reside at the same address is accepted as proof of residency for the child.

A child who has a library card may access all available library materials, including books, movies and other items with the exception of certain equipment, like the WIFI hotspots and telescope.

The parents or guardians, not the library, are responsible for supervising the use of books and materials by their children.

Residential Status 

Resident 

A resident is any person who resides within the boundaries of the Chatham Area Public Library District and is taxed for library service on their property tax bills.

Non-Resident

Non-residents of the Chatham Area Public Library District are eligible to receive a Chatham Area Public Library card if they meet the following criteria. Non-residents are those living outside the boundaries of a library service area. Following Illinois State Law, these patrons must register for a non-resident library card at the participating public library located closest to the person’s principal residence and that is within the resident’s school district boundaries. 

All laws that govern the Non-Resident Program will be followed. The annual non-resident fee is established by the Chatham Area Public Library Board of Trustees based on the Illinois State Library’s property tax formula.  

Property Owners Living Outside the CAPLD Boundaries

Those who live outside of the boundaries of the Chatham Area Public Library District, but who own property within the boundaries of the Chatham Area Public Library District, may have one library card for use by each individual whose name(s) appears on the tax bill without additional payment. A presentation of a tax bill is requested for verification. 

Reciprocal Borrower

Any person holding a valid library card from a library participating in the Illinois Reciprocal Borrowing Program may borrow library materials.   

If patron’s library is not a part of the SHARE regional automation consortium which includes the Chatham Area Public Library, an application must be completed, the patron’s home library must be contacted to verify that the patron is in good standing, and the information from the library card application must be entered into the SHARE patron database. 

Reciprocal borrowing privileges are valid until the user’s home library card expires.

All Chatham Area Public Library District policies apply to reciprocal borrowers.

The Chatham Area Public Library follows the ILLNET code which requires that a reciprocal borrower, whose home library is not a fully participating member of the SHARE automation system, place requests for items via interlibrary loan through their home library.

Use of the reciprocal card is limited to the patron whose name appears in the library card account. 

The Ball-Chatham School District is served by two libraries: Chatham Area Public Library District and Lincoln Library in Springfield. Those living within the boundaries of the Ball-Chatham School District, but not in the Chatham Area Public Library District, must apply for a library card at the Lincoln Library in Springfield. 

Staff 

A Chatham Area Public Library card may be issued to library staff members who reside outside the jurisdictional boundaries of the Chatham Area Public Library District. 

Staff library cards are valid until the staff member leaves the Library’s employment.

Borrowing Library Materials 

To borrow materials from the Chatham Area Public Library, a patron must have a valid Chatham Area Public Library Card or present a valid library card from another Illinois public library. A Chatham Area Library District resident who has a valid card may present a photo ID with name and address on the ID, such as a State of Illinois driver’s license or ID, in lieu of the library card to checkout materials. 

Children are not limited to materials in the juvenile collections.  Parents must supervise their own child’s selection of library materials.

Cardholders from SHARE consortium libraries may check out items at the Chatham Area Public Library by presenting the card issued by their home library. 

Cardholders from non-SHARE consortium libraries in the state of Illinois may be registered as reciprocal borrowers at Chatham Area Public Library by presenting their library card issued by their home library, filling out an application and presenting proof of address. The Chatham Area Public Library staff will contact the patron’s home library to ensure that the card presented is in good standing and clear of any outstanding fines, overdue materials, and blocks. Once registered, reciprocal borrowers may check out Chatham Area Public Library materials by presenting their library card or a valid photo ID. 

Requests

Chatham Area Public Library resident cardholders may place a request for any circulating item that is available in the SHARE database either directly through their online account in the public access catalog on the Library’s website or with the assistance of the Library Staff.

The Library Staff will attempt to notify the patron when the requested item becomes available. The information is also available through a patron’s online account. The requested item will be held for seven days for the patron. After that time, the item is made available for circulation or returned to the lending library.

Loan Periods and Renewals 

Loan periods and limits on quantities of specific types of materials that may be checked out are listed in the Loan Chart in Appendix A. Library staff may set other quantity limits when needed. Temporary restrictions may be necessary if there is a shortage of materials in certain areas or in order to ensure that an entire collection is not checked out at one time.

All circulating items owned by the Chatham Area Public Library may be renewed in person, by telephone, or by online catalog for an additional two-week period unless there are requests on the title or the material type does not allow renewals (see Loan Chart in Appendix A).

Items owned by other libraries within the SHARE automated catalog database may be renewed if there are no outstanding requests for them and renewals are still available on the item. The length of the loan period and renewal amount are set by the owning library.

Lending policies may be waived for an individual in special circumstances with the specific permission of the Library Director or designated staff.  Vacation checkouts for extended periods of time are available only on Chatham Area Public Library materials at the discretion of the Library staff.

Overdues and Notices 

Materials held by a cardholder beyond the due date will be considered overdue. 

The Library does not charge overdue fines. 

The Chatham Area Public Library will make a good faith effort to notify cardholders when their items become overdue according to their communication preferences and contact information set up at the time of library card registration. Overdue notification is a courtesy. The Library is not responsible if the notification is not received by the cardholder. 

Patrons will be notified when their materials are due with the schedule found in Appendix B.

Interlibrary Loans

When resident patrons would like materials that are not available within the SHARE consortium of Libraries, Chatham Area Public Library Staff may request those materials outside of the SHARE consortium.  This process is called interlibrary loan, or ILL.  The Library makes every effort to borrow items at no or nominal cost. If a lending library charges a fee, the requesting patron will be notified of the cost before the item is formally requested and given the opportunity to withdraw the request.

Patrons borrowing through interlibrary loan must respect the due dates established by the lending library so that the Chatham Area Public Library will not lose the privilege of borrowing materials for any of its patrons. It is crucial, therefore, that materials borrowed through interlibrary loan be returned in a timely manner. Habitual failure to do so will result in individual loss of the privilege in order to preserve the privilege for other library patrons.

Lost and Damaged Materials

If an item is lost, the borrower is liable for the replacement cost of the item.  

If an item is damaged, a charge will be assessed based on the cost of repair.  If the item is damaged beyond reasonable repair, full replacement price will be charged. The fees will remain on the account until they are paid. It is the discretion of the Circulation Supervisor or their designee to determine if an identical replacement of the item is acceptable in lieu of payment. 

Borrowers who pay for a damaged item within 30 days may have that item. After 30 days, the damaged item charges will remain, but the item will be discarded.

The Library Director or their designee may place borrowing restrictions on a patron who habitually damages materials.

A full refund will be made if the materials owned by the Chatham Area Public Library are returned in good condition within ninety (90) days of the date of payment for the loss.

Items borrowed from another library will be subject to the charges and fees set by that library for lost or damaged items.

Theft or Deliberate Damage of Library Materials 

The Chatham Area Public Library District Board of Library Trustees will enforce rules and regulations pertaining to the removal of library materials from the Library or to the mutilation of same. The definition of “library material” as stated in Illinois Criminal Code of 1961 shall apply.

Any person attempting to remove books or other materials from the Library without checking them out will be charged up to the replacement cost of each item stolen or damaged, may have suspended library privileges according to established procedures, and/or may be prosecuted by the Sangamon County State’s Attorney’s Office.

CONFIDENTIALITY

The Chatham Area Public Library District, in accordance with the Illinois Public Library District Act, will keep all records about patron transactions and the identity of registered Library patrons confidential. No such records or identities will be disclosed except as provided by law, and the Library District legal counsel has been consulted. 

In accordance with the Library Records Confidentiality Act, a library patron’s registration and circulation records information may not be disclosed to anyone other than the patron regardless of age or relationship except as provided by law.

APPENDIX A

APPENDIX B

Timeline for Overdue Notices 

3 days before the due date: Courtesy notice will be sent via email or text message.

7 days, 14 days, and 21 days overdue: Notices will be sent. 

28 days overdue: Billing Notice will be sent for the full replacement cost of the item(s). 

Last Amended: June 18, 2024

4-40 Collection Development

A public library attempts to provide an accessible setting for a variety of materials. Since no individual can buy and store all of the material one may need or want, the community pools its resources to create a public collection for the community's benefit. 

A primary goal of the Chatham Area Public Library is to develop a collection of excellence. The library strives, within the limitations of budget and space, to provide a wide range of materials which meet the diverse educational, informational, cultural and recreational needs of the community. 

Reasonable efforts will be made to build balanced collections without favor given to particular causes or viewpoints. The library supports the American Library Association's Bill of Rights (APPENDIX A), and its Freedom to Read (APPENDIX B) and Freedom to View (APPENDIX C) statements, which recognize the right of persons to free and convenient access to information and ideas. 

The parents or guardians, not the library, are responsible for supervising the use of books and materials by their children. Librarians are available to provide suggestions for patrons of all ages.

Selection & Maintenance of Materials

The Library Director is responsible for all materials in the library collections. Designated Library staff members use professional judgment to choose and discard items in the library collections within the scope of assigned areas. 

A variety of factors influence the selection of library materials, both print and electronic. These include accuracy of information, interest, authority, demand, value to the existing collection, timeliness, significance of the subject, format and price. In selection, consideration will be given to the work as a whole.  No work shall be excluded because of specific passages or pieces taken out of context.  It is not possible to read, view, listen, and analyze every item before it is added to the library's collection. Selection of materials is accomplished in a variety of ways. Extensive use is made of reviews in professional and other journals. Recommendations by staff and residents of the community are seriously considered. 

Library Collection Gifts

The Library welcomes gifts to the collection, but accepts them with the understanding that it has the right to handle or dispose of them in the best interest of the Library. Such material may be added to the collection provided that it meets the Library’s standard of selection or cataloging.

When donated material is added to the Library's collection, the classification and display of the material is solely at the discretion of the Library Staff.  The donor may not restrict access to, nor use of donated materials.

Materials purchased with memorial funds and materials presented as memorials must meet the same criteria as purchased materials. Memorials may be acknowledged and marked with an appropriate bookplate. Material not added to the collection or withdrawn will not be returned to the donor. 

Receipts for donated materials are available upon request, but the Library will not appraise the value of the donation, suggest a value, provide an appraisal service, nor recommend professional appraisers.

Withdrawal of Materials 

As materials are regularly added to the collection, ongoing maintenance is necessary to ensure the collections are maintained in good condition with relevant and up to date information. Part of maintaining the collections is performing regular weeding. Weeding is a vital process for an active collection because it ensures the collection stays current, relevant, and in good condition. Staff will perform weeding on a continual on-going basis. 

Suitable withdrawn and donated materials will be donated to another library, to school districts or to the Friends of the Chatham Area Public Library District to sell. 

Interlibrary Loan

Interlibrary loan (ILL) is the process by which a library requests materials from, or supplies materials to, another library. Through interlibrary loan, patrons may request materials from other libraries in Illinois and from other libraries that participate in the SHARE automated consortium through the Illinois Heartland Library System. The requested materials are sent to the Chatham Area Public Library, where the patron may check the items out (or use them in the library, if so stipulated by the owning library). 

For those items that are outside of the SHARE automated consortium of libraries, the Chatham Area Public Library will request materials that are located within Illinois and beyond through OCLC.  This OCLC Inter-Library Loan service is reserved for Chatham Area Public Library cardholders.

The Library affirms that interlibrary loan is an adjunct to, not a substitute for, the library's collection. The Library exhausts local resources first, including its own collection and those from libraries in SHARE, before requesting items from libraries out of the system. 

The Chatham Area Public Library endorses the Illinet Interlibrary Loan Code, the American Library Association Interlibrary Loan Code for the United States, and complies with Copyright Law (17 U.S.C.) and its accompanying guidelines. It also follows the policy guidance from the Illinois Heartland Library System, the SHARE automated consortium and OCLC. 

Request for Reconsideration

The Chatham Area Public Library endeavors to build a collection representing varying points of view.  The choice of library materials by users is an individual matter. Responsibility for the reading materials of children rests with their parents or legal guardians. While a person may reject materials for themselves and for their children, they cannot exercise censorship to restrict the use of materials by others.

A request to remove library materials creates complex legal and ethical questions for both the library and the community. Consequently, this issue is taken very seriously by the Library. To initiate a request, a Request for Reconsideration form, (APPENDIX D) which is located at each Library service desk, should be filled out completely and given to the Library Director. Upon receipt of a completed "Request for Reconsideration of Library Material" form, a committee consisting of the Library Director, a Library Staff member and a Library Trustee will be formed to evaluate the patron's concern. The committee will make a recommendation concerning the complaint to the Board of Trustees.  The Board will make the final decision as to the retention, elimination, or relocation of the material and promptly notify the individual making the formal complaint of the board's decision.

Policy Revision 

This policy will be reviewed by the Library Board of Trustees every two years pursuant to 75 ILCS 16/30-60, Selection and Use of Library Materials.

LEGAL REF.:  75 ILCS 16/30-60

CROSS REF.: 2-70, 4-20, 5-40, 5-70

ADOPTED: MARCH 20, 2000

AMENDED: JUNE 15, 2009

AMENDED: MARCH 15, 2021

AMENDED: APRIL 15, 2024

Attached is the Appendix A, B, C & D

Chatham Area Public Library’s meeting rooms are designed primarily to meet the operational needs of the library and offer accommodations for educational, informational, cultural, and civic functions of the Chatham area community. When not used for library purposes, meeting rooms are available for public use. Public access for study rooms are covered in the Public Use of Study Rooms Policy (5-35).

Priorities:

Meeting rooms are available on an equitable basis. Priority use of meeting rooms is as

follows:

1. Meetings, educational, informational, cultural, and civic programs sponsored or co-sponsored by the Library
2. Friends of the Library or Library Foundation meetings or fundraising events
3. Meetings of not-for-profit or community organizations based within the Library District
4. Meetings of for-profit organizations based within the Library District (see fee schedule for costs)
5. All others that are allowed per this policy and that are appropriate to the mission and facilities of the Library. (See fee schedule for costs)

Limits of Use:

Meeting rooms are not available for:

• The sale, advertising, solicitation or promotion of products or services is not allowed in Library meeting rooms. This guideline is waived for all Library, Friends of the Library and Library Foundation programs of Library fundraising activities;
• Commercial use, including seminars, presentations, workshops and lectures that include the sale, advertising, solicitation or promotion of products or services are not allowed in Library meeting rooms;
• Social gatherings or private parties, including but not limited to birthday parties, showers, potlucks, banquets, graduations, weddings, memorials, or family reunions
• Programs or gatherings which present a clear and present danger to the welfare of the participants, library staff, patrons or the community;
• Programs which would disturb library users, impede library staff, endanger the library building or interfere with the functions of the Library.

Organizations may not use the Library for ongoing operational activities.  Workshop fees or dues may be collected, but the public may not be denied entry to the meeting because of failure to pay.

Application Process and Cancellations:

• Patrons may apply by calling the Library or by applying online at www.chathamlib.org/meeting-rooms.
• Library staff will review each request for compliance within the Library’s Meeting Room Policy after the reservation has been submitted.The applicant will receive approval or denial of most requests by email within three weekdays.
• If a group is denied the use of a meeting room, it can appeal that denial in writing to the Library Director, then ultimately to the Library’s Board of Trustees, who will give the final decision.
• The applicant shall be the contact person, and shall be the only person authorized to make changes to the application, including room arrangements or to request additional dates for room use. The applicant must be present at the event and agree to abide by this policy and all library policies.That person is responsible for scheduling and supervising the activities of the group, and is jointly and severally liable for any damage caused by the group. No person or group may assign its reservation to another person or group.All groups of persons under 18 years of age must be under direct and constant supervision by adults.
• Room bookings availability will be on a rolling 6-month calendar.
• The Library reserves the right to designate which room will be assigned for use. Requests for a certain room will be honored whenever possible.
• The Library must be notified as soon as possible (24-hour notice preferred) for cancellation of a reservation. Any group that abuses the meeting room Rules for Use or does not inform the library of their cancellation shall lose the right to use the meeting rooms for a period of 60 days. The Library reserves the right to cancel because of the weather or other conditions.  If the library is closed, all meeting room reservations are canceled during the closure.

Use and Care of Facilities

• Meeting organizers and attendees will have access to the rooms only after the Library is open and must conclude 15 minutes prior to the Library closing.
• Groups needing setup time before their meeting should allow for it in their reservations. No group will be permitted to access its reserved meeting room before its reservation time.
• Smoking, alcoholic beverages, hazardous materials, and/or weapons are not permitted on Library property.
• Library staff is unable to deliver messages to meeting participants, except in the cases of medical emergency.
• Occupants may not exceed the stated occupancy for the room and must comply with the capacity for the designated room setup.
• Children’s groups with up to 20 children must be supervised by at least two adults, with one adult for every 10 additional children.
• The meeting rooms are to be left as they were found. Only library chairs and tables are permitted for use in the meeting rooms.
• Signage is not permitted.
• Equipment, supplies, or personal effects cannot be stored in the Library before or after use. All groups must provide their own support for meeting preparation and cleanup.
• All meeting room users and activity participants must follow the Library’s Rules of Conduct.
• Remaining in meeting rooms beyond the reserved time may result in denial of future reservations and additional charges.

Library Equipment

Groups wishing to use any audio-visual equipment are responsible for making arrangements with library staff a minimum of one week in advance of the program, if they wish to receive instruction on its proper operation, and to confirm that the equipment meets the presenter needs.

Equal Opportunity

Activities taking place in the meeting rooms must not be closed to any person due to age, gender, sex, race, religion, marital status, political affiliation, national origin, disabling condition, or any legally protected category. Users of Library meeting rooms must comply with all applicable local, State and Federal laws and regulations, including the Americans with Disabilities Act, such as by hiring an interpreter or providing auxiliary aids when requested by the public.

Endorsement

The Library is not responsible for the content of the assembly or speech during the meetings, programs or events held on its premises. The permission to use the Library’s meeting room facilities does not constitute Library endorsement of any business or commercial enterprise, or the philosophies, practices or viewpoints of the presenters, participants or attendees; no does it constitute Library sponsorship, promotion or endorsement of any political party, political position, candidate for public office, or referendum question. Permission to use a facility is revocable and does not constitute a lease. The Library reserves the right to deny applications for use based on availability of space, availability of staff, frequency of use or as further outlined in this policy.

Advertisements or announcements implying such endorsement are not permitted. The Library will not be the phone/address contact for the event or activity.

Liability

The organization agrees to indemnify and hold harmless Chatham Area Public Library and its Board of Trustees for any and all liability arising from use of premises. Organizations using the meeting rooms will be held responsible for any accidents occurring as a result of the group’s activities.

The organization’s representative agrees to pay for all damages and losses associated with the meeting as regards the Library building, contents, and equipment. 

The Library is not responsible for the equipment, materials or personal possessions of anyone attending the meeting.

Organization’s audiovisual materials must secure all necessary performance licenses and indemnify the Library for any failure to do so.

Meeting Room Capacities:

Capacity Limit	CONFERENCE ROOM	ACTIVITY ROOM	GALLERY A	GALLERY B&C	GALLERY D	GALLERIES ABCD
CHAIRS ONLY	30	40	20	50	16	150
TABLES AND CHAIRS	20	32	12	30	12	90

Facility Amenities	CONFERENCE ROOM	ACTIVITY ROOM	GALLERY A	GALLERY B&C	GALLERY D	GALLERIES ABCD
ACCESS TO CATERING KITCHEN		x			x	x
PROJECTOR	X		x	x		x
COMPUTER	X		laptop hookup is available	x		x
Tables for crafts and activities		x

Meeting Room Set-Up Options: The Library will provide a basic room set-up as follows:

• Bahlow Conference Room options:
  • Conference Room “U”-Style, tables and chairs set up for 20, with additional 10 chairs available within the room.
  • Classroom Style, with 10 chairs, with additional 10 chairs available within the room.
• Activity Room: Four rows of tables set-up with chair cart available of use.
• Gallery A options:
  • Four tables and 8 chairs presented in a square, with a chair cart available for use.
  • Theater style, with 10 chairs, with a chair cart available for use.
• Gallery B&C options:
  • Six tables, with 12 chairs presented in a rectangle, with a chair cart available,
  • Theater style, with maximum 50 chairs and one table on the South wall.
  • Classroom style, with maximum of 26 chairs and 13 tables, facing the South wall.
• Gallery D options:
  • Four tables and 8 chairs presented in a square, with a chair cart available for use.
  • Theater style, with 10 chairs, with a chair cart available for use.

There will be no fee charged for basic room setups.  Custom seating arrangements or use of the large gallery space (ABCD) are available for an additional fee.  Refer to Fee Schedule for more information.

LEGAL REF.:          75ILCS 16/30-60, Americans with Disabilities Act

CROSS REF.:         5-10, 5-50, 5-60

ADOPTED:             MARCH 20, 2000

AMENDED:            MAY 18, 2009

AMENDED:            MAY 19, 2014

AMENDED:            JULY 17, 2021

File

5-30 F Fee Schedule.pdf

1-60 Confidentiality of Library Records

The Chatham Area Public Library District is bound by the Illinois Records Confidentiality Act (75ILCS 70/1-2). This act generally prohibits the library from making available to the public any registration, circulation, computer use, or database search record which is related to any named library user. As a matter of library policy, program registration records are confidential. The library respects the rights of its customers to confidentiality. The library will provide information on an individual’s record only upon request of the individual or the individual’s legal guardian.

Anyone seeking registration, circulation, computer use, program registration, or database search records that are not their own or associated with someone under their guardianship must obtain a court order. Upon receipt of the court order to reveal confidential information, the Library Director may consult with the library’s legal counsel to confirm that the request complies with the law. 

75 ILCS 70/1-2 allows certain exceptions in certain situations. Enforcement officers may request information in emergency situations regarding the identity of suspects, witnesses, or victims where the officer believes there is imminent danger of physical harm, provided:

1. A sworn law enforcement officer represents to the library it is impractical to get a court order as a result of an emergency; and
2. The officer has probable cause to believe there is imminent danger of physical harm; and
3. The information requested is limited to identifying a suspect, witness or victim of a crime; and
4. The information requested does not include records reflecting materials borrowed, resources reviewed, or services used at the library.

Under this exception, only information identifying a suspect, witness or victim of a crime may be disclosed to an officer without a court order; all other information remains confidential without a court order.

The Library, as a member of the Illinois Heartland Library System and SHARE (Sharing Heartland’s Available Resources Equally), which allows the library to participate in reciprocal borrowing. It is sometimes necessary for libraries to share registration and circulation information with each other to be able to provide service to the customer and to collect outstanding materials and fees owed. The library will honor requests from other libraries that need this information. These libraries are also bound by the Illinois Records Confidentiality Act (75 ILCS 70/1-2) and by their own records confidentiality policies. Implicit in a customer’s agreement to participate in the reciprocal borrowing program is the customer’s consent for the various libraries involved to exchange pertinent information as may be necessary to retrieve library materials.

ADOPTED: MARCH 20, 2000

AMENDED: OCTOBER 21, 2024

For the convenience of its patrons, the Chatham Area Public Library District provides the option of paying library bills, fines, fees and other items with a credit or debit card.

The Library is subject to compliance with all laws, statutes, and reasonable terms and conditions associated with accepting credit card/debit card transactions. The Library does not charge a fee for credit/debit card transactions.

Credit and/or debit card payments will be accepted at designated areas within the Library. All credit/debit card transactions must be conducted in person with card present. This service can only be used for processing credit and/or debit card payments and may not be used to provide a cash advance or add credit onto a library patron account.

Patrons who have paid by credit/debit card for lost materials and subsequently have found and returned the materials will be issued a refund. Refunds will be issued by check or cash and its will be determined by the Library Director or designated staff.

LEGAL REF:                          815 ILCS 530; 5 ILCS 179

ADOPTED:                            MAY 20, 2019

REVIEWED:                          AUGUST 19, 2024

1-70 Freedom of Information Act

Chatham Area Public Library is committed to providing citizens and taxpayers access to applicable public records under the Freedom of Information Act. 

A brief description of our public body is as follows:

1. Our purpose is to provide materials and services for the recreational, social, informational, and educational needs of the community.
2. An organizational chart is available to view at the Library, and on our website. Our elected board of trustees are: Michael Roubitchek, Christine Westerlund, John Moore, Vanessa Ross, Jenny Vaughn, Rodd Whelpley and Dianne Roberts.
3. The total amount of our operating budget for FY 2024-25 is $1,525,637. Funding sources are property taxes, state and federal grants, fees, charges, and donations. Current year tax levy for the library is $1,284,633.24. Current year tax rate is 0.2594.
4. The office is located at 600 East Spruce Street, Chatham, IL 62629.
5. We have approximately the following number of persons employed:
   1. Full-time: 8
   2. Part-time: 24
6. Control over our policies and procedures is exercised by the Chatham Area Public Library Board of Trustees which meets monthly on the third Monday, at 7:00 PM, in the Conference Room of the Chatham Area Public Library.
7. The Library is required to report and to be answerable for library operations to the Illinois State Library, Springfield, Illinois. Its members are State Librarian, Alexi Giannoulias (Secretary of State); Director of State Library, Greg McCormick; and various other staff.
8. You may request the information and the records available to the public in the following manner:
   1. Use request form. (see attached)
   2. Your request form should be directed to Amy Byers, Library Director.
   3. To reimburse us our actual costs for reproducing and certifying (if requested) the records, you will be charged the following fees:
      1. There is a $1.00 charge for each certification of records.
      2. There is no charge for the first fifty (50) pages of black and white text either letter or legal size;
      3. There is a $.15 per page charge for copied records in excess of 50 pages; The actual cost of copying color copies and other sized copies will be charged.
9. Certain types of information maintained by us are exempt from inspection and copying. However, the following types or categories of records are maintained under our control:
   1. Monthly Financial Statements
   2. Monthly Receipts and Disbursement Reports
   3. Operating Budgets
   4. Annual audits
   5. Minutes of the Board of Trustees, Committees
   6. Library Policies, including Materials Selection
   7. Adopted Ordinances and Resolutions of the Board
   8. Monthly and Annual Statistical Reports

ADOPTED: MARCH 20, 2000

AMENDED: OCTOBER 21, 2024

5-70 Gifts to the Library

General

The Chatham Area Public Library accepts gifts in a variety of forms and from a variety of donors. The Library’s collections and services have been established by and are maintained through monetary contributions, as well as material donations received throughout the years.

Restrictions

The Library is only able to accept gifts without attached restrictions. Requests for intended use of gifts will be recognized and honored to the extent possible, at the discretion of the Library Director. While gifts may come with a requested use or intent ultimately it is the overlying needs of the Library that will determine how the gifts will be used. Any gift received may be used, sold, or disposed of in the best interest of the Library. All donations are accepted only when in the opinion of the Library Director and/or of the Board of Library Trustees, that the items are in the best interests of the Library. The overall goal of this Gifts to the Library policy is to treat donors and donations as fairly and impartially as possible. All gifts will be utilized in a manner that complies with the long-range strategic plans of the Chatham Area Public Library and its Board of Library Trustees.

End of Use of Gifts

The Library cannot commit itself to perpetually house any donations or gifted materials. To support the mission of the Chatham Area Public Library and the Library’s strategic plan, gifted items may be rehomed, disposed of, or sold when the end of their use is reached or as otherwise deemed appropriate and in the best interests of the Library.

Donation of Books and Audio Visual or Electronic Materials

In accepting a gift of materials, the same standard of materials that is applied to our collection development policy shall be used to assess items for addition to the collection. The Library necessarily reserves the right to interfile gifts with other collections on the same subject, so that all collections are organized and classified according to library standards for the best public service. Under extraordinary circumstances, special collections of items may be designated, named, and housed appropriately.

Donations--Others, e.g., Bequests, Property, and other Financial Instruments

The Library welcomes cash contributions, gifts of real property, stocks, and bonds. The Library may benefit from annuities and endowment contributions. Members of the public may wish to remember the Library in their estate planning documents (e.g.s., wills and trusts). Persons wishing to make major donations or bequests should consult their attorney or financial advisor, if necessary, to assist with the process of presenting a major gift to the Library. It is the Library’s custom to expend cash gifts on materials, equipment, or a project which is acceptable to the donor, if appropriate for the Library. Monies in the form of endowments or financial gifts intended for perpetual support of the Library may be received directly to the Library, or donated to the Friends of the Chatham Area Public Library or the Library Foundation. Donations, for the purpose of charitability, that must be made to a not-for-profit organization may be received to the Friends of the Chatham Area Public Library or the Library Foundation, as they are certified and designated 501(c)(3). 

Although unlikely, there may be an occasion in which the restrictions set by the donor make it impossible for the Library to accept the donation. All donations are subject to the approval of the Library Director and the Library Board of Trustees.

Donation of Art Objects, Furnishings, Equipment, and Other Types of Materials

Although such gifts may be welcomed and valued, the final decision on their acceptance rests with the Library Director and the Board of Library Trustees, with the consultation of the Library’s Art Committee.

Recognition of Gifts

The Library may identify donors through the use of a book plate, or a small plaque (e.g.s., on pieces of furniture and computer equipment or in an annual update to stakeholders) Unless otherwise directed by a donor, the Library Director will notify families and individuals when gifts have been given in honor or in memory of a person or persons. The Library Director will acknowledge all gifts received with a letter to donor(s).

Income Tax Statements

The Library cannot appraise the value of a donation of materials, art, equipment, or furnishings. It will, however, issue the donor a letter acknowledging the donation. It is the donor’s decision whether he or she will determine the value of the donation or utilize an independent appraiser.

Matching Gifts

The Library may be designated as the recipient of matching gifts by various employers (e.g., the Caterpillar Foundation). Matching gifts must be submitted via the Friends of the Chatham Area Public Library if IRS 501(c)(3) status is required for the donation. Matching gifts will be recognized in accordance with other regulations established in this policy or as required by law.

LEGAL REF.: 75 ILCS 16/30-75

ADOPTED: MARCH 20, 2000

AMENDED: JANUARY 16, 2023

4-45 Local History & Genealogy Collection Development Policy

About the Collection

The Chatham Area Public Library collects, organizes, preserves, and provides access to sources that document the historical and current information of Chatham and Ball Township and contiguous townships of Auburn, Cotton Hill, Curran, Loami, New Berlin, and, Woodside along with their inhabitants, government, environment, businesses, institutions, and organizations. The aim of this collection is to provide resources for Chatham area residents and researchers to explore the personal, historical, and cultural heritage of Chatham area and its environs in meaningful and creative ways.  

Collection Topics

The emphasis of the Local History and Genealogy Collection is on documenting 8 surrounding townships and Village of Chatham’s government, settlement, industry, commerce, education, recreation, and historically significant individuals, as well as the history of its civic, religious, cultural, and social organizations. The collection supports activities related to historical and genealogical research, exhibits, community outreach, organizational events, and publications, among others. Genealogical materials to help researchers trace their family backgrounds and/or aid in researching the history of individual town residents are also collected.

Primary Areas of Collecting

Primary areas of collecting include, but are not necessarily limited to, the following:

• Materials that record the history, development, and the current state of affairs of the Village of Chatham and the area townships Township. Images of Chatham sites and individual residents are an important part of this collection.
• Personal manuscripts and other materials that record the history, experiences, and ancestry of Chatham area individuals and families.
• Records that chronicle the history of Chatham area organizations and institutions.
• Materials that record the social and cultural heritage of past and present ethnic, immigrant, and religious groups in the community.
• Materials that contribute to a better understanding of the area’s geography, demographics, and architecture.
• Materials that record and provide context for understanding the lives of historically significant figures associated with the Chatham area
• Materials that provide instruction in the practice of genealogy, local history, preservation, oral history, and similar topics.

Acquisitions from any time period and in any language may be considered. The geographic scope of the collection focuses specifically on Chatham and Ball Township and contiguous townships of Auburn, Cotton Hill, Curran, Loami, New Berlin, and Woodside as well as encompass the regions of the United States where residents’ ancestors emigrated from.  

Preferred Formats

Formats collected include, but are not necessarily limited to, the following:

• Atlases
• Audio recordings
• Books
• Census records
• City & county histories
• Digital files
• Ephemera
• Government documents
• Institutional or organizational records
• Maps
• Newspaper (Chatham Clarion)
• Organizational directories
• Pamphlets
• Periodicals & journals
• Personal letters, memoirs, diaries, account books, & financial records
• Photographs
• Scrapbooks
• Serials
• Town directories
• Video recordings

Selection Criteria

• Relevance to the local history
• Non-duplication of material within the collection
• Authenticity & completeness of record
• Quality of the physical form of material
• Ease of use for patrons
• Ability to store, display, or otherwise care for the item properly
• Cost to preserve, store, and process
• Security requirements to store and/or display
• Lack of restrictions by donor

Donations / Deed of Gift

The Library welcomes donations to its Opal Lee Local History and Genealogy Collection. Each donation to the collection will be recorded in a donor file that will contain a copy of the Deed of Gift and all correspondence and memoranda relating to the transaction.

All donors must complete a Deed of Gift Form (APPENDIX A) in order to establish the transfer of ownership of donated materials (and copyright, if appropriate) to the Library. Once the Deed of Gift is signed by the donor, the donated material becomes the unrestricted property of the Library.

The Library reserves the right to refuse an offered donation. The Library will not accept material that shows damage from mold, mildew, water, insects, smoke, or dirt, as such material can harm other items in the collection. The Library may also refuse a donation based on the Selection Criteria.

The Library reserves the right to decide how the donated material will be displayed or stored, how the material may be used by the public, and how long the material will be retained.

Donated materials may be scanned and placed on the Internet for viewing or otherwise reformatted. They may also be moved from the Local History and Genealogy Collection to other sections of the library, sold, transferred to another library, or discarded.

The Library will not, and cannot, conduct any monetary appraisals for donors nor give tax advice. If donors plan to take a tax deduction for their donations, they should consult a tax accountant or attorney. Any monetary appraisals are the responsibility of the donor and should be conducted before transferring materials to the Library.

Accessibility

The Local History and Genealogy Collection is mainly housed in the Opal Lee Chatham History and Genealogy Room, which is open for public use during normal Library hours. Every effort is made to make the collection as accessible to the public as possible, but due to the nature of this collection, materials are non-circulating.  Irreplaceable, fragile, or valuable materials may be locked away in order to ensure their long-term future use, but these materials can easily be accessed in some cases online or through the help of a librarian.

Reappraisal & De-accession

From time to time, the Local History and Genealogy Collection will be reappraised, and the deaccession of some materials may take place. The Library will offer the deaccessioned materials to other institutions, sell, or discard them.

LEGAL REF.:  75 ILCS 16/30-60

CROSS REF.: 2-70, 4-20, 4-40, 5-40, 5-70

ADOPTED: SEPTEMBER 18, 2023

4-50 Pest Control and Response 

Purpose

It is the responsibility of the Chatham Area Public Library District to maintain a healthy, clean, and safe environment for all Library users and to protect the District’s investment in Library collections, equipment, and property. In order to fulfill this responsibility, the Library may restrict a user’s ability to borrow materials and/or to visit Library facilities when such use may jeopardize the health and cleanliness of library facilities, collections, equipment, property, and/or users.

Regulation

Pests that may present human health or safety hazards to staff and users include, but are not

limited to, roaches, bed bugs, fleas, lice, ants, silverfish, some types of beetles, and rodents. These pests may cause damage to library materials, equipment, and property, and can result in pest introduction or infestation to the Library. Evidence of pest problems or infestation include live or dead pests, eggs, nymphs, feces, and spotting associated with pests.

If a patron returns library material or equipment with pests or signs of pests, the borrowing

privileges of that patron and, if applicable, any other patrons at the same residence will be

suspended. Suspension of borrowing privileges will be lifted after the patron presents proof that

the residence has been successfully treated for and eradicated of pests by a licensed and accredited pest control company based on the discretion of the Library Director.

If a patron uses library facilities with evidence of possession of pests or with clothing that is stained with urine or feces, library use privileges will be suspended. Suspension of library use privileges will be lifted when the patron can return without evidence of pests or stains.

Prevention and Response Protocol

The Chatham Area Public Library District works proactively to reduce risk to staff, users, and property; monitor our detection, testing, and response processes on an ongoing basis; and contract only licensed, accredited, and reputable pest detection and control companies.

Patrons must cease to borrow materials from the Library if they are experiencing pest problems or infestation in their residence. If items found by a patron inside the Library contain live or dead pests or evidence of pests, the patron must give the item directly to a staff member and inform the staff member of the problem. Any items borrowed from the Library that contain live or dead pests or evidence of pests must be returned directly to a staff member in a secured, sealable plastic bag for quarantine and inspection.

Library staff must immediately report any sightings of live or dead pests or evidence of pests to a supervisor. Any item identified by staff as potentially containing live or dead pests or evidence of pests will be immediately quarantined and treated or discarded at the Library’s discretion.

APPROVED:       JUNE 18, 2024

The Library has adopted the following policy regarding the taking of photographs or videos inside the Library building. Permission is not required for taking photographs or videos in public areas of the library building for personal, noncommercial use if no tripods, lights, or other specialized equipment is used. 

However, there may be library areas where the taking of photographs or videos is restricted or prohibited (i.e., restrooms, areas reserved for staff use only).  If tripods, lights, or other specialized equipment is to be used, requests must be made at least 24 hours in advance. 

Persons taking photographs and videos shall not (i) compromise a patron or staff member’s right to privacy, (ii) harass, intimidate, or threaten a patron or staff member, or (iii) block library aisles, walkways, stairwells, doors, or exits.
 

Exterior Photography and Videos
Taking photographs and videos outside of the library building and/or of the library grounds does not require permission. However, the activity may not impede the ingress or egress of patrons or staff to or from the library building.
 

Commercial Photography and Videos

The Library may permit use of its facilities for the taking of commercial photographs or videos if the project does not interfere with the mission of the Library and is in accordance with the rest of this policy. The Library will charge a fee to offset costs incurred by the Library to provide access to the facility and prior permission from the Library Director must be sought at least one week in advance. 

Photography and Videos of Materials and Resources
The Library permits the taking of photographs and videos of its publicly-available collections. However, patrons are solely responsible for obtaining consent or other permission when taking photographs or videos of copyrighted materials.

Library Photography, Videos, and Recording

The Library may take photos, videos, and audio recordings at the Library and during Library events to use in its publicity materials and on its website and social media sites. The Library reserves the right to document its services and the public’s use of the Library building and grounds (including on any Library website or social media site). Any individual that does not wish the Library to use a photograph or video of them or their child should inform a Library staff member prior to or while such photographs or videos
are being taken.

Library Board Meetings

Pursuant to Section 120/2.05 of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.), any person may record the proceedings of the Board of Trustees and other meetings required by the Act to be open to the public. The recordings may be made by audio, video, or other means and shall not disrupt the meeting or create a safety hazard.

Liability
Persons involved in taking photographs or videos are solely liable for any injuries to persons or property that result from their activities on Library property. They also have sole responsibility for obtaining all necessary releases and permissions required by law from persons who can be identified in any photograph or video or for copyrighted materials. The Library undertakes no responsibility for obtaining these releases or permissions.

Rights Subject to Compliance with Policy
The Library reserves the right to ask any individual or group violating this policy to
cease the taking of photographs or videos.

LEGAL REF.: Section 120/2.05 of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.)

ADOPTED: JANUARY 16, 2023

The Chatham Area Public Library District offers programs that inform, educate, entertain and provide cultural enrichment to the residents of the district. Events and classes sponsored by the Library support the mission of Chatham Area Public Library District and expand the visibility of the Library in the community.

Criteria

Library staff develops programs for community members of all ages and for the enrichment of residents’ lives. Factors considered are: relevance to community needs, diversity of interests, popular appeal, suitability for the intended audience(s), presenter qualifications in content area, budget constraints, the availability of staff, and both physical and virtual meeting spaces. Staff welcomes program suggestions and proposals, yet retains the right to determine which programs and events are scheduled. Presentation of a program topic does not constitute an endorsement by the Library of the group’s or individual’s policies or beliefs. Though fees are generally not charged for Library programs, it may be necessary to charge fees for items such as materials, food, or transportation.

Presenters

In planning programs, the Library will attempt to hire presenters who do not have a vested interest in selling their products or services to participants. The speaker may leave business cards for participants to pick up after the program should anyone be interested. Only under specific instances deemed appropriate by Library staff may merchandise be sold. An example of this would be an author visit with a book signing.

Co-sponsored programs

The Library may co-sponsor programs with other organizations or groups. Library sponsorship of a program does not constitute an endorsement of the content or topic of the program or of the views expressed by speakers, presenters, participants or audience members.

American with Disabilities Act

Programming practices adhere to the Americans with Disabilities Act (ADA) and the American Library Association’s Bill of Rights. With at least five days’ notice, accommodations will be made for persons with disabilities.

LEGAL REF:       (42 U.S.C. § 12101) The Americans with Disabilities Act of 1990

CROSS REF.:     5-50, 5-60

APPROVED:       NOVEMBER 15, 2021

AMENDED: MAY 17, 2021

5-18 Security Cameras

Purpose of Security Cameras

The Chatham Area Public Library has security cameras to enhance the safety and security of library patrons, guests, invitees, staff, and property. Security cameras also discourage illegal behavior and policy violations, enhance the apprehension of offenders, and provide recorded data that enhances and supports library security and operations. Security cameras provide real-time surveillance through a central monitoring facility.  There is no audio recording associated with the security cameras.

Signage

Signs posted at both public entrances alert library patrons, guests, invitees, and staff to the use of security cameras to monitor and record on library property, both inside and outside of the building.  Security cameras are not installed in areas where library patrons, guests, invitees, and staff have a reasonable expectation of privacy, such as restrooms.

Staff Access to Digital Images

Real-time surveillance and recorded data are only accessible in staff areas. The Library Director is the only member of staff authorized to view data outside of the Library in order to determine if a course of action, such as contacting law enforcement, is needed.  

Only the Library Director, and designated staff members, in the absence of the Library Director are authorized to release recorded archival data to law enforcement in compliance with this policy, and they may direct the Library’s IT vendor to access and isolate real-time or recorded data related to a specific incident, or may direct other staff to view real-time or recorded data in order to ascertain security concerns. Authorized staff must notify the Library Director whenever recorded data is accessed.

Collection of Digital Images

Video footage is collected for Library District purposes. The Library District is under no legal obligation to collect video footage.  Only the Library Director and designated staff members in the absence of the Library Director may turn off the security cameras for maintenance, or to ensure patron, guest, invitee, or staff privacy.

Acceptable Use and Patron Privacy 

Activity on Library District property 

Authorized staff may use real-time surveillance, a still shot, or selected portions of recorded data to assess the security risk of a specific individual, to investigate a suspected or actual crime on Library District property, to request law enforcement assistance, to validate serious or repeated Library District policy violations, to alert staff to the presence of banned or repeatedly disruptive individuals, or to address any internal security or operational concern. In the discharge of those duties, the Library Director, or designated staff members , in absence of the Library Director may compare the recorded digital image with identification data available on the Library District’s patron databases.

Requests from law enforcement and the Illinois Department of Children and Family Services (DCFS) 

The Library District use real-time surveillance or recorded data to cooperate with DCFS, or with law enforcement, concerning investigations of criminal activity, missing persons, or runaways. Video data may be provided to law enforcement or DCFS only with the knowledge and authorization of the Library Director, unless unavailable, in which event a designated staff member may provide authorization.

Privacy 

In all other respects, recorded data will be accorded the same level of confidentiality and protection provided to library patrons, guest, invitees, and staff by Illinois State law, the Chatham Area Public Library District’s policies, and the American Library Association’s policies on confidentiality and privacy, with footage released only in accordance with, and as required by, this Policy or law.

LEGAL REF: 720 ILCS 5/16-3, 75 ILCS 70/1 et.seq.

CROSS REF: 5-10

ADOPTED: JULY 16, 2018

AMENDED: JULY 17, 2023

5-50 Solicitation of Donations

Active solicitation within the Library building and on Library grounds is not permitted unless it is a Library function or activity related to fundraising for the Library or Friends or Foundation of the Chatham Area Public Library and under the general supervision of Library staff or Friends/Foundation volunteers. Active solicitation refers to:

• Any person-to-person communication for the purposes of obtaining contributions or donations
• Selling merchandise, coupons, or tickets
• Distributing educational or promotional materials
• Financial solicitations/transactions

Non-Cash Donations

Non-cash donation boxes may be placed in approved areas to collect items for non-profit organizations. Use of these resources is subject to the prior approval of the Library Director or designee.

To avoid overcrowding of Library spaces, the number of concurrent solicitation drives may be limited. Donation drives sponsored by the Library or Friends of the Library will be given priority.

The Library assumes no responsibility for any contents collected or donated. The Library does not permit any exchange of monies or funds for this purpose. Should donations exceed their allotted space, the Library may be forced to discontinue collections until the organization can collect the donations or additional storage can be found. Boxes may be removed without notice by the Library.

The Library Director shall make the final determination as to whether a solicitation is active or passive, and if the solicitation activity is permitted under the policy.

 

ADOPTED: MARCH 20, 2000

AMENDED: JANUARY 16, 2023

5-35 Study Rooms

Purpose

The study rooms are designed to provide a quiet area of study for individual or small groups. The fundamental purpose of these study rooms is to provide a suitable environment for research, study and reading. 

The rooms are not for larger group pursuits, including social activities, sales or club and business meetings or other for-profit entities or organizations. 

Additional study space is available within the Library.

Location

There are 4 study rooms located on the West side of the building.  

Reservations

The small study rooms have been provided for use by the general public and may be reserved. 

• Reservations may be made up to one week in advance. 
• For those without reservations, study rooms are available on a first come, first served basis. Walk-in users will be asked to vacate the room for users with a reservation.
• Time slots are two hours in length.  Extended usage times may be given if room is available.  A limit of three hours per day will be enforced should other users request the use of a room. Those may not reserve multiple rooms at the same time.  Limits are set in order to accommodate fair and equitable access to these spaces.
• Those reserving a study room are asked to check in with the designated location upon arrival. Reserved rooms will be held for 10 minutes past the time reserved, and then will be made available to the next applicant. 
• Study rooms are not available outside of the Library’s service hours.  
• Study rooms must be vacated 15 minutes prior to the scheduled closing of the library regardless of when the patron began using the room.

Guidelines for Use

• Food is prohibited in the study rooms.  Covered drinks are allowed. 
• A room may be reassigned if it is left unattended for more than fifteen (15) minutes. The Library assumes no responsibility for unattended personal belongings.
• Groups may not rearrange Library furniture. Signs and decorations may not be taped or stapled to walls, doors or glass windows. Rooms must be left in clean condition. All individuals in the room are responsible for the behavior of others using the room during their session. 
• Activities in a study room should not materially or substantially interfere with the proper functions of the Library. Prohibited activities include: causing excessive noise, creating safety hazards or security risks, and creating other disturbances that violate the Library's Code of Conduct Policy. Those violating the Code of Conduct Policy will be required to leave the room and may forfeit future use of the study rooms.

LEGAL REF.:     75ILCS 16/30-60

CROSS REF.: 5-10, 5-50, 5-60

ADOPTED: JANUARY 17, 2011

AMENDED: APRIL 19, 2021

AMENDED: August 21, 2023

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5-15 Unattended Children / Dependent Adult in the Library

The Chatham Area Public Library District welcomes children and families in using its facilities. The purpose of this policy is to encourage parents, legal guardians and caregivers to exercise reasonably responsible care, supervision, and control over their minor children in order to prevent victimization and to protect the health, safety, and welfare of children and also to make the library a safe and enjoyable environment for everyone.

An “unattended child” is a child under 18 who is unaccompanied by a parent, guardian caregiver. Children who are unable or unwilling to act appropriately or care for themselves may not be left alone in the library or on library grounds at any time and must have adequate supervision from a parent, legal guardian or caregiver. 

Adults who cannot care for themselves independently without the constant attention of a parent, legal guardian or caregiver may not be left alone in the library or on library grounds at any time and must have adequate supervision from a parent, legal guardian or caregiver at all times.

Guidelines

The library acknowledges that the maturity of children at different ages varies. These guidelines are subject to the discretion of library staff who may apply them to children other than the ages stated below, if they deem it necessary.

1. Children through the age of five (5) years must have a parent, legal guardian or responsible caregiver in the immediate vicinity (within sight or conversation distance) and remain in visual contact with the children unless the children are participating in a library-sponsored program.  

2. Children ages six to seven (6-7) years must have a parent, legal guardian or responsible caregiver in the same service area unless the children are participating in a library sponsored-program. 

3. Children ages eight to eleven (8-11) years should have a parent, legal guardian or responsible caregiver in the building unless the children are participating in a library-sponsored program.

 

4. When a child participates in a library-sponsored program, parents, legal guardians and responsible caregivers of children age eight (8) and younger are required to remain in the Library for the duration of the program. Children must be picked up promptly at the end of the program.

5. Children twelve (12) and over may use the library unattended for a period of time appropriate to their age and maturity. If a child in this age group is not able to leave the library without an adult, he/she should not be in the library alone. The library reserves the right to contact parents or proper authorities if a child is left alone in the library and presents behavior that is unacceptable.

6. All children should carry with them the phone number of a parent, legal guardian or responsible caregiver who is to be contacted in case of emergency.

7.  Parents or legal guardians are accountable for their children's behavior while on library property. In the event that a behavior situation arises by a child left unsupervised while a parent or legal guardian uses the library (including in the computer lab), the library staff reserves the right to intervene in the situation directly to address the behavior themselves or indirectly by alerting the child’s parent or legal guardian to the behavior. If the child is or continues to be disruptive, and the parent or legal guardian does not respond, both the child and the parent or legal guardian may be asked to leave library grounds. A child who is accompanied by an adult (other than a parent or legal guardian) or by a sibling who does not comply with a staff request to discontinue inappropriate behavior and who refuses to leave the library grounds shall be referred to the Chatham Police Department for removal.

Some behaviors and instances that may be cause for staff intervention include but are not limited to:

1. Fighting/bullying
2. Vandalism
3. Rough play
4. Excessive noise
5. Running
6. Misuse and/or disordering of library materials

g)  Inappropriate language or subject matter

Library staff is allowed to use their best judgment if they witness a child being improperly supervised and putting themselves or anyone else in an unsafe situation.

8. If staff has reason to suspect that a child has been left at closing time, staff will ask if the child is waiting to be picked up, determine the child’s name and may call the child’s parent or legal guardian. If, after a reasonable time, there has been no response to calls and the child still has not been picked up, the Chatham Police Department will be called to handle the situation and ensure the safety and well-being of the child.

9.  In the event of serious or willful policy violations, the Chatham Police Department will be notified immediately.

ADOPTED: APRIL 16, 2012

AMENDED: OCTOBER 16, 2023