AHML Policies

OUR VISION

The Arlington Heights Memorial Library strives to add value in our customers’ lives by:

• partnering with them to develop skills they need to succeed in all stages of their lives;
• helping local businesses and community agencies thrive;
• inspiring understanding by creating occasions for the exchange of ideas; cultural experiences, and discovery; and
• offering opportunities in Arlington Heights for gathering, learning, contemplating, creating, and finding inspiration.

OUR VALUES

We believe in:

• Unparalleled Customer Service: our best-in-class staff strives for continuous improvement by identifying and providing the services our residents and businesses need most.
• Free and Equal Access: all individuals have the right to choose for themselves what to read, hear, or view.
• Diversity and Inclusion: we cultivate an inclusive atmosphere, celebrate our diversity, and create an environment for the open exchange of differing ideas and points of view.
• Fiscal Responsibility: all decisions are weighed against the value added to the lives of our customers.
• A Focus on Arlington Heights: we are a part of the fabric of our community; all services are tailored to the unique needs of our residents and businesses.

ARTICLE I – GENERAL PROVISION

  
ARTICLE II -- MEMBERS AND OFFICERS – DUTIES

  
ARTICLE III – MEETINGS

 
ARTICLE IV -- COMMITTEE OF THE WHOLE, OTHER COMMITTEES AND LIAISONS

ARTICLE V – PROCEDURES

ARTICLE VI -- AMENDMENT OF RULES

 
The foregoing rules are hereby approved by the Board of Library Trustees of the Village of Arlington Heights
on September 19, 2023.

_________________________________________
President, Board of Library Trustees 

It is the goal of the Board of Library Trustees of the Arlington Heights Memorial Library to keep its members, as well as the Executive Director, informed about matters affecting the board’s work.  However, trustees must be mindful of the requirements imposed by the Illinois Open Meetings Act and the Local Records Act, particularly as they apply to communication among trustees outside normal library board meetings.

Generally, trustees must not use email or any other electronic means, including but not limited to social media, telephone calls, blogs and text messaging, to conduct library business.  Email or other electronic communication by and between board members is permitted on a limited basis for non-substantive matters such as:

• Agenda item suggestions

• Reminders regarding meeting time, dates, and places

• Board meeting agenda or public record information concerning agenda items

Email sent between and among trustees regarding such non-substantive matters should be copied to the Executive Director.  There is no expectation of privacy for any messages sent or received by email.

The Board of Library Trustees endorses the following appropriate examples for the use of email or any other electronic forms of communication.

• The Executive Director may provide information relating to library business to trustees using email, attachments, or other electronic methods.  Any response from trustees regarding these communications must be sent only to the Executive Director (i.e., no “reply to all” responses).

• A trustee may send email items of interest to all other trustees provided that no response is requested.  Such emails should clearly state that no response should be made.

• When a message is of a non-substantive nature, trustees may reply to the sender provided that their response is limited to the subject of the original message and does not cross over to items of substance.

• Two trustees may correspond between themselves in certain limited circumstances that would not constitute a violation of the Open Meetings Act.

• In terms of social media, the best practice is to avoid any contact with another trustee such as commenting on a trustee’s blog postings or associating with a trustee on a social media site.

Individual members of the Board of Library Trustees may directly contact the library’s legal counsel under the following conditions:

1. When directed to do so by the Board of Library Trustees or president. In this case, the library trustee initiating the contact should request the attorney's opinion through the President of the Board of Library Trustees or through the executive director.
2. When ethics questions or concerns pertaining to the President of the Board of Library Trustees arise and a second trustee concurs. In this case, a copy of the attorney's opinion should be concurrently sent to the president and executive director.
3. When sexual harassment is made by a library trustee and directed at another library trustee, the affected library trustee should contact the library's attorney to request an independent third-party investigation. In this case, a copy of the attorney's opinion may be sent to the president or executive director.

At no other time may an individual trustee of the Board of Library Trustees directly contact the library’s legal counsel.

As with any position of responsibility and accountability, serving as a trustee calls for adherence to ethical behavior.  The Board of Library Trustees endorses these ethical principles with the expectation that trustees adhere to the following:

• Trustees, in the capacity of trust placed upon them, must observe the ethical standards of absolute truth, integrity, and honor in conducting business on behalf of the Arlington Heights Memorial Library.
• Trustees must avoid situations in which their personal interests, activities or financial affairs are, or are likely to be perceived as being, in conflict with the best interests of the Arlington Heights Memorial Library.
• Trustees must remove themselves from consideration and voting on a matter if they have a conflict of interest or the appearance of a conflict.
• Trustees must support the decisions of the board and avoid voicing personal opposition in public.  Criticism is limited to debates within board meetings.
• Trustees must respect confidential information.
• Trustees must be prepared to support to the fullest the efforts of the Arlington Heights Memorial Library and its librarians to provide open access and to resist censorship of library items, programs and displays by groups and/or individuals.
• Trustees are not swayed by partisan interests, public pressure or fear of criticism.
• Trustees must protect and uphold library patrons’ right to privacy in their use of the library’s resources.
• Trustees must not use or attempt to use their positions as elected officials to obtain unwarranted privileges or advantages for themselves or others.
• Trustees refer patron/public requests for information or complaints to the Executive Director.
• Trustees refer staff grievances or problems to the Executive Director and refrain from becoming involved in controversy or conflict among staff.
• Trustees attend board meetings regularly and if unable to fulfill their responsibilities, they consider resigning their position.

These principles were adapted from the Association of Library Trustees, Advocates, Friends and Foundations (ALTAFF) “Sample Ethics Policy” (2011) and from Trustee Facts File, 3rd edition, edited by Robert Doyle and Robert Knight, c2004 and used with the permission of the Illinois Library Association.
 

I. APPLICABILITY

The policy applies to all purchases and commitments requiring an expenditure of funds under the control of the Board of Library Trustees of the Arlington Heights Memorial Library.

All purchases and commitments for a given type of goods or service should be considered on an annual or other logical time basis and reasonable groupings of similar types of goods and services should be made for purposes of applying this policy.

Routine operating supplies, services, and capital goods are authorized for purchase through the Board’s approval of the annual budget.  The Executive Director may expend, or commit to expend, a sum not to exceed $20,000 for budgeted purchases or $10,000 for unbudgeted purchases without the prior approval of the Board, provided such action will not cause the total expenditure in any budget category to be in excess of the amount authorized for that account by the board in the annual budget.

II. CONTRACTUAL SERVICES, COMMODITIES AND CAPITAL GOODS

III. INVESTMENTS

The authority to purchase investments on behalf of the Library is given to the Treasurer of the Village of Arlington Heights.  The Village Treasurer is bonded by the Library as required by state law (75 ILCS 5/4-9).  Cash and investment management is governed by the policies of the Village of Arlington Heights Board of Trustees.  Financial reports are provided by the Village Finance Department to the Board of Library Trustees on a monthly basis.

Library property (i.e. print and non-print items, equipment, supplies, art works, and or any personal property), which in the judgment of the Board of Library Trustees is no longer necessary or useful for library purposes, may be sold or disposed of as outlined in this policy, subject to the Village of Arlington Heights’ first right to purchase by meeting a bid acceptable to the board.

With respect to the board’s discretion as stated above, the board delegates authority to the executive director for the sale or disposal of surplus library property as follows:

• Personal property of any value may be donated or be sold to any other tax supported library or to any library system operating under the provisions of the Illinois Library System Act (75 ILCS 5/4-16) under such conditions as the executive director may determine.
• Books and non-print items from the library's collections and library equipment suitable for personal use valued individually at less than $1,000, are donated to the Friends of the Library (FOL) whenever possible.  The FOL is authorized to sell, donate or dispose of items as deemed appropriate. If, at the discretion of the executive director, it is not feasible to donate such items for reasons including, but not limited to, the quantity of items exceeding the capacity of the FOL to process or safely store in the designated area(s) of the building, the excess will be sold, donated, or disposed of with the proceeds, if any, going to the FOL as a 501(c) (3) organization.
• Any other personal property having an individual current value of $1,000 or less may, at the discretion of the executive director, be discarded; exchanged for credit for new equipment; made available for sale; or given to local philanthropic, educational, cultural, governmental or other not-for-profit organizations.
• In the case of individual surplus items having a current value of more than $1,000, items will be sold in accordance with the provisions of the Illinois Local Library Act (75 ILCS 5/4-16).

In no case shall members of the Board of Library Trustees, the executive director, or members of their immediate families make bids or purchase any library item declared surplus.  In no case shall any other library staff member or members of their immediate families purchase any library item declared surplus except through competitive public bidding.  The prohibitions/restrictions in the above two sentences shall not apply to items offered for sale by the FOL at its regularly scheduled and publicized sales and auctions.

The Arlington Heights Memorial Library (the library) wishes to recognize individuals, families, businesses, organizations and foundations for outstanding service to the library and for significant financial contributions. This recognition may include naming rooms or spaces in a building, furnishings, equipment or library collections.

A proposal for naming recognition should be submitted to the library’s executive director for consideration by the Board of Library Trustees (the board). Proposals may be submitted through the Arlington Heights Memorial Library Foundation, Friends of the Library, or directly from a potential donor.

The executive director and the board will consider and may approve naming and recognition recommendations with the following understanding:

a. No product logos or commercial signatures are allowed in the design of any named recognition signage;

b. If the name of the recognized individual or entity changes during the duration of the recognition, the library

    shall not bear the expense of altering the recognition signage to reflect the name change;

c. Naming recognition will be acknowledged by way of a designated plaque or nameplate and will be 

    consistent with the library's mission, image, and design requirements;

d. Final approval of signage for named spaces will be made by the library's executive director;

e. The terms and conditions of naming recognition shall be confirmed in writing by a Memorandum of Understanding

     (MOU) signed by the donor and the library;

f. The executive director and the board reserve all rights to decline any gift to the library and/or reject naming 

    proposals.

Timing of Naming Activation

For irrevocable gifts, at the discretion of the board a name may go into effect before the gift is paid in full.

For revocable gifts, a name will not go into effect until the financial commitment by the individual or entity has been honored in full.

An MOU must be signed by the donor and the library before the library issues final approval for a naming opportunity. No publicity about a proposed naming recognition shall be made until a signed MOU is in place.

Naming Formats
Generally, facilities shall be named with a preference for functional designations. Exceptions may be considered in order to honor an individual, foundation or organization for outstanding service to the library and for significant financial contributions. A naming opportunity must be consistent with the library’s mission and goals.

Naming formats will be described in the MOU.

Duration of Naming
Naming is generally granted for the useful life of the room or space, furnishings, equipment or library collection unless otherwise specified in the MOU (and subject to the terms of revocation as set forth in this policy).

For current-use gifts (that is, gifts that can be fully expended), naming terms, including duration, shall be set forth in the MOU.

If circumstances change for a named element or area, e.g., it is significantly altered; is no longer needed/ceases to exist; is replaced; is significantly renovated, or is no longer in use, the board will determine if a continuation of recognition is appropriate.

The board reserves the right to alter or terminate a naming designation under unusual or extraordinary circumstances. Factors to be considered include, but are not limited to:

1. The pledge obligation is unfulfilled and/or written off (if partial funding was received in an amount sufficient for an alternative naming opportunity, the terms of this policy shall govern any renegotiation for a suitable naming).

2. A change in family or organizational circumstances which causes the donor or other affected individual(s)/organization(s) to request a name change or revocation.

3. The name no longer embodies the mission and/or ideals of the library.

The executive director shall be responsible and have authority for developing guidelines and administrative procedures consistent with this policy.

No named recognitions given previously are affected by this policy.

The Board of Library Trustees recognizes that within Arlington Heights there are groups and individuals with disparate interests, backgrounds, cultural heritages, social values and needs. The board further recognizes that the library was created to serve all residents regardless of age, race, gender, creed, sexual orientation, national origin, or political or social views.

The library adopts and adheres to the principles set forth in the Library Bill of Rights, the Freedom to Read Statement and the Freedom to View Statement of the American Library Association.

The library’s collection is developed and managed to meet the cultural, informational, educational, and recreational needs of the community. In efforts to support our values of diversity and inclusion and achieve the strategic objective of creating an environment for the open exchange of differing ideas and points of view, the Board of Library Trustees permits a collection of a broad range of materials.

By representing multiple points of view within the collection, libraries may contain materials that some may find offensive. The choice of library resources by a customer is an individual matter; each person may reject resources for themself but may not restrict access to those resources by other library customers.

The Arlington Heights Memorial Library (AHML) does not advocate for the ideas found in its collection; rather, the library provides a safe haven for those ideas. The selection of any item or resource does not constitute an endorsement of its contents by the library.

Selectors

Selection of materials for the library is done by staff members who have subject or format area specializations. Ultimate responsibility for the library’s collection resides with the executive director.

Selection Criteria

Each year, far more items than the library can purchase are available. Therefore, staff must be selective in what they choose for the library’s collection. Selectors consider factors such as customer interest, cost, and space. They also consider anticipated or existing demand; local interest; reputation and skill of the author, performer, or artist; existing library resources in the subject area; published reviews; availability of titles from other sources; and the physical durability of the item.

Collection Maintenance

The purpose of AHML’s collection is to provide the materials most in demand by the community. It does not serve as an archive of historical materials nor as an institute for advanced scholarly or professional research. To maintain a vital, current collection which meets the needs of the community, continuous review is necessary. To make space for in-demand materials, less popular items must be withdrawn on a regular basis.

Library items are classified and labeled broadly for the sole purpose of locating them within the collection. 

Withdrawn library items are given to the Friends of the Library to sell or dispose of with proceeds used to benefit the library and may not be reserved for specific individuals.

Recognition of Public Interest

A resident may suggest the addition of an item to the library’s collection or request the reconsideration of an item that is currently in the library’s collection by following established procedures. Items will not be added or removed from the collection until they have been evaluated and a decision is reached.

Residents who wish to discuss the contents of the library’s collection are encouraged to discuss their concerns with the Collection Services Manager or Collection Librarian.

Frankness of language and/or graphic content is not considered sufficient justification to remove or restrict materials. Titles with viewpoints or content deemed objectionable by a resident are judged as entire works, not on isolated passages or sections.

As a public library, the Arlington Heights Memorial Library is a government institution bound by the United States Constitution.  The library’s confidentiality policies aim to uphold the First Amendment, which guarantees freedom of speech, of the press, of assembly and association, and the constitutional right to privacy, protecting library customers from government intrusion or dissemination of personal information about which they have a reasonable expectation of privacy.

The library recognizes its responsibility to protect its customers’ intellectual freedoms by maintaining the confidentiality of all records and information concerning each customer and his or her use of library materials, facilities and services.  The Illinois Library Records Confidentiality Act confirms this duty with respect to library registration and circulation records.

All patron-identifiable information is strictly confidential.  This includes all records, files, computers and electronic media that might contain such information.

Patron-identifiable information refers to a wide range of information kept by the library, but most importantly includes any information that links a customer to use of particular library materials or services, or the customer’s choices, taste, interest, or research.  More broadly, patron-identifiable information is any information which:

• Refers to a customer by any identifiable characteristic (e.g., by name, address, telephone number, email address, customer number, license number, social security number or other identifying numbers, or by employment information); or
• Provides, or could be used to determine, any information about a customer’s library use.  This means all types of registration and circulation records and anything that contains registration and circulation records, including computers, computer components, disks and other electronic storage media, email, temporary Internet files stored in a computer, computer sign-up sheets or other facility-use logs, inter-library loan requests and records, customer requests to reserve, recall, or obtain certain materials, reference librarian notes pertaining to customer requests or assistance, and correspondence with customers.  Even records which do not include a customer’s name, but refer to some other identifiable characteristic, such as the customer’s library card number, are patron-identifiable.

Patron-identifiable information does not include statistical records relating to use of the library or its materials and services that cannot be used to identify particular customers or information concerning behavioral issues in the library’s records regarding a customer.

Any staff member who is unsure whether certain information is patron-identifiable or whether a certain record or thing could contain patron-identifiable information should contact the Executive Director or a Library Privacy Officer.

Confidentiality of patron-identifiable information is protected by the following policies:

The library maintains records in compliance with all applicable laws.

The library will make all practicable efforts to retain records containing patron-identifiable information only to the extent necessary to preserve library or public property, to fulfill another core library function, or to comply with the law.

To the extent that such records are necessary, the library will strive to make them non-patron-identifiable or minimally patron-identifiable.  Alternative methods for temporarily identifying customers will be employed when possible, such as partial names and phone numbers for self-service holds.

The Arlington Heights Memorial Library and its branches are open during the following hours:

     Main Library:
     Monday through Friday: 9 a.m.–9 p.m.
     Saturday: 9 a.m.–5 p.m.
     Sunday: Noon - 6 p.m.

     Makerplace:
     Tuesday through Thursday: 11 a.m.–8 p.m.
     Saturday: 10 a.m.–5 p.m.
     Sunday: Noon – 5 p.m.
     Monday and Friday: Closed

     Senior Center Reading Room:
     Monday through Friday: 9 a.m.–4:30 p.m.
     Saturday: 8:30 a.m.–12:30 p.m.
     Sunday: Closed

The library is closed on those holidays approved annually by the Board of Library Trustees. The library administration may adjust hours for special circumstances or due to an emergency.

Selected services are also available electronically 24/7, and the drive-up window hours may be extended to provide service.

Individuals, groups and entities are eligible for outreach services, defined as library services provided in the community, if they reside in or are located within the boundaries of the Village of Arlington Heights.

The level of outreach services provided to each entity located outside village boundaries is determined by the executive director. Key factors considered are:

• Percentage of Arlington Heights residents regularly enrolled or a client of entity
• Opportunities consistent with the Library's Vision, Values and Priorities
• Benefit to the Arlington Heights Memorial Library or Arlington Heights Community
• Established relationship/partnership

Outreach services prioritized by the library may include:

• Lending of library materials
• On-site visits to provide instructional and informational services, programming, library card registration and circulation of materials
• Bookmobile service

Individuals, groups and entities to whom the library may provide outreach services include:

• Educational institutions
• Senior residential facilities
• Homeschooling groups
• Residents who are physically unable to visit the library
• Organizations supporting persons with disabilities
• Arlington Heights Village and Park District facilities

6.003 INTERNET ACCESS 

The First Amendment of the United States Constitution protects the rights of citizens from governmental intrusion into what they see, hear, view and read. It also applies to people accessing content on the internet. With the exception of the public computers in Kids’ World and the Hub, the library’s public computers do not have filtering software. 

On public computers in Kids’ World and the Hub, the library uses an internet filtering service that blocks websites that it identifies as inappropriate, but may not block access to all materials considered offensive by some individuals. Therefore, the library cannot provide complete assurance about the appropriateness of internet content.

The library affirms the right and responsibility of parents and caregivers to decide which library resources are appropriate for their children and to monitor their children's use of library resources, including internet use. In the case of minors, internet use in the library is the responsibility of the user and the parent or guardian. 

The library assumes responsibility only for the information contained on the Arlington Heights Memorial Library website. 

The library reserves the right to suspend the use of its computers and/or the library by anyone who uses library computing equipment, electronic devices or a network for an illegal purpose or for a purpose in violation of the standards outlined in Policy 7.001 – Library’s Code of Conduct. 

This policy is reviewed annually by the Board of Library Trustees.

The Arlington Heights Memorial Library is committed to keeping patron reading history confidential.  By default, the library's checkout system keeps track only of a patron's checked out items for the duration of the loan period and if items are returned late or damaged, then the information remains on the patron account until the issue has been cleared.  Once items have been cleared from the patron’s record, the library's system keeps no record of the items with the exception of data stored on temporary archival backups of the system.

Using the Reading History feature of the library automated system, patrons can determine for themselves if they want the system to track their checkout history.  Once activated, all materials that are checked out will be added to the patron’s Reading History list.  Items held in the Reading History feature can be selectively removed from the Reading History list by logging into the library’s website and selecting the items for removal.

The library supports a patron’s rights to use library services regardless of age.  For this reason, Reading History is offered to all library patrons.

While the library is committed to keeping patron records confidential, this information could be obtained by law enforcement in the event of a court order or as otherwise required by law.  In the event of law enforcement requesting patron information, the library may not be able to disclose that request for information to patrons.

The Arlington Heights Memorial Library provides high-quality information service to meet the educational, cultural, and recreational needs of the community.  Staff at various service points provide prompt, accurate information, including appropriate referral to outside resources, to all library customers.  The role of library staff is to provide information and refer the customer to resources.  Library staff do not offer opinions, advice, or interpretations of information.

Staff provide reference assistance to any customer requesting it, regardless of residency or means of communication.  Staff strive to meet the information needs of library users whether in person, on the phone, by mail, online, or by any other means.  Priority is given to Arlington Heights cardholders.

The primary purpose of reference service is to provide answers to questions, regardless of their nature.  No judgments are made about the nature of the question asked.

Another role of information service is to educate customers about the use of library resources.  One-on-one instruction is dependent upon staff availability and service desk time constraints.  Classes on library resources may also be available.

Tutorial assistance (e.g., proofreading, editing, correcting, math computations, etc.) is outside the scope of reference service.

The library provides a variety of computers, computing equipment, and accessories for public use. Each type of equipment is subject to specific limits or conditions described in any conditions of use.

Computing equipment and software are chosen to support the computing needs of the broadest number of Arlington Heights residents, with an emphasis on security and reliability. The library strives to maintain its computer equipment and Internet access to ensure availability at all times.

Use of any of the library’s computing equipment and networks is at the sole risk and discretion of the user. This means that it is the user, and not the library, who would be responsible for any damage to the user’s own computers, devices, or equipment while connected to the library’s wired or wireless networks or while connected to any of the library’s equipment.

The library takes reasonable steps to secure its networks from unauthorized access. In using a public computer however, an individual must be aware that the security of information or transactions while using the library’s equipment or networks is not guaranteed.

The library reserves the right to suspend the use of its computers and/or the library by anyone who uses library computing equipment, electronic devices or a network for an illegal purpose or for a purpose in violation of the standards outlined in Policy 7.001 - Library’s Code of Conduct.

The Library offers various venues in which patrons can contribute content that is accessible to the public.  These include, but are not limited to, blogs, reviews, forums, and social tagging on the Library’s website and catalog.  Any instance in which a patron posts written or recorded content to any of the Library’s venues that are accessible to the public is considered “patron-generated content” and is subject to this policy.

By contributing patron-generated content, patrons grant the Library an irrevocable, royalty-free, worldwide, perpetual right and license to use, copy, modify, display, archive, distribute, reproduce and create derivative works based upon that content.

By submitting patron-generated content, patrons warrant they are the sole authors or that they have obtained all necessary permission associated with copyrights and trademarks to submit such content.

Patrons are liable for the opinions expressed and the accuracy of the information contained in the content they submit.  The Library assumes no responsibility for such content.

The Library reserves the right not to post submitted content or to remove patron-generated content for any reason, including but not limited to:

• content that is profane, obscene, or pornographic;

• content that is abusive, discriminatory or hateful on account of race, national origin, religion, age, gender, disability, or sexual orientation;

• content that contains threats, personal attacks, or harassment;

• content that contains solicitations or advertisements;

• content that is invasive of another person’s privacy;

• content that is unrelated to the discussion or venue in which it is posted;

• content that is in violation of the Library’s Code of Conduct or any other Library policy

The library offers an array of business resources to assist businesses and individuals with researching new products or ideas, developing business plans, discovering potential new clients, and other topics of interest to the business community.

The library provides resources and instruction, but does not provide business advice of any kind. Library staff can refer those seeking advice to other local agencies upon request. Individual appointments with a business librarian are available upon request.

The library strives to keep our customers’ information confidential, but can make no assurances about protecting the confidentiality of business information shared by customers with library staff. Any such sharing is done at the customer’s own risk.

• Consistent with the library's vision and values
• Appeal to wide audiences and diverse community interests
• Potential for related programming and connection to library's collections and services
• Professional quality and condition of exhibit content
• Originality, accuracy, and artistic merit
• Accessibility
• Risk assessment
• Suitability to the library's physical spaces
• Cost
• Proposed return on investment
• Impact on staff and workload

7.001       CODE OF CONDUCT

The Board of Library Trustees of the Arlington Heights Memorial Library seeks to provide and ensure a welcoming environment, including quiet areas for study and work, which is conducive to the appropriate use of the facilities and services including, but not limited to:

• Any library facility;
• property owned by the library or used to run library programs; or
• library rented, leased or owned vehicles.

We expect our customers to treat all people and property with respect. This includes, but is not limited to:

• Engaging in conversation and behaviors in a manner that does not: disturb, offend, harass, or threaten the safety of others. This includes phone, chat and electronic communication
• Damage property or threaten to damage the property of others
• Using library items, furnishings, equipment and facilities only for their intended function, in a manner that does not interfere with others’ use and does not damage or threaten to damage library property
• Attending to personal belongings. The responsibility for loss or damage to unattended personal belongings rests with the customer. Customers may not leave personal belongings when leaving library facilities
• Following all library policies, including but not limited to policies on:

- Unattended and/or Unsupervised Children
- Soliciting or Posting and Distributing Materials on Library Property
- Vulnerable Adults
- Meeting Rooms - Public Use
- Internet Access
- Library Parking Lot

Examples of conduct and actions that are not permitted anywhere on the library’s property include but are not limited to:

• Smoking, including smokeless tobacco, herbal products and e-cigarettes, except in designated area(s)
• Possessing, consuming, distributing or being under the influence of alcohol, cannabis, cannabis or THC-infused products, illegal drugs or other controlled substances without a prescription
• Eating meals or drinking beverages from containers without lids, except in areas designated for this use
• Prolonged or habitual sleeping
• Loitering in the entrances, lobbies, restrooms or any other non-study area for more than 15 minutes
• Using the restrooms for anything other than their intended purpose
• Disrupting others’ use of library facilities or services due to personal hygiene or excessive odor so offensive as to constitute a nuisance to other patrons or library staff

The library reserves the right to require anyone violating the Code of Conduct to leave library property. Serious or repeated misconduct may lead to further suspension from the library and to legal action or criminal prosecution. Those wishing to appeal suspensions may do so by writing to the Board of Library Trustees at the library’s address.

-The consumption of alcohol at library programs hosted by the library wherein alcohol is served by the library or with the library’s permission is exempted from this policy.

All adults who can understand and follow the Library's Code of Conduct and who can care for themselves are welcome in the library.

Vulnerable adults must be attended and have adequate supervision by an adult over the age of 18 during their visit. A vulnerable adult is functionally, mentally or physically unable to care for themselves and should not be left unattended or unsupervised when in the library. Library facilities are neither designed nor licensed to provide adult care needs.

If it is determined a vulnerable adult is in the library without a parent, legal guardian or caregiver, staff will attempt to contact the parent, legal guardian or caregiver. If the parent, legal guardian or caregiver is located in the library, they will be directed to stay with and supervise the vulnerable adult. If a parent, legal guardian or caregiver cannot be reached within 30 minutes, the police will be contacted and asked to assist, including assistance at the library's closing time.

Library users who are not in compliance with this Vulnerable Adults Policy will be advised by library staff of the requirements of this policy. Remedies for violations of this policy include removal from library premises and suspension of library privileges.

General Guidelines

The Arlington Heights Memorial 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 executive director or their designee is the library’s ADA compliance officer. The executive director can be reached at 847-392-0100, by email at LibraryDirector@ahml.info or by writing to Arlington Heights Memorial Library, 500 North Dunton Avenue, Arlington Heights, Illinois 60004.

The executive director 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 inquires 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 welcomes service animals, and service animals are permitted in any area of the library where members of the public are permitted to go. Trainers are also permitted to accompany service animals in training in the library. Members of the public may only enter the library with an animal if it is a service animal that provides accommodation under the Americans with Disabilities Act. Under the ADA, a service animal has been individually trained to do work or perform tasks for an individual with a disability. The animal must be trained to take a specific action to assist the person with a disability, and the task(s) performed must be directly related to the disability.

If it is not obvious that the animal brought into the library is a service animal, a staff member may ask the following questions:

• Is the animal a service animal required because of a disability?
• What specific work or task has the animal been trained to perform?

A staff member attempting to determine whether an animal is a service animal will never ask about the nature of a person's disability.

Service animals must always be under the immediate control of their handlers. Service animals which are not housebroken, bark excessively, are uncontrolled or are otherwise disruptive will be required to leave the premises. Animals may never be left unattended on library grounds. Service animals are not allowed on library furniture or fixtures, or in library baskets or carts, and must always remain on the floor or be carried (as appropriate) by their handlers.

When there is a legitimate reason to remove a service animal, library staff will offer the person with the disability the opportunity to obtain library materials or services without the animal’s presence. Library staff are not required to provide care, food or a special location for the animal.

Misrepresenting an animal as a service animal is a violation of the library's Code of Conduct, and may result in suspension of library privileges.

Other Animals in the Library

• Pets are not allowed in the library.
• Emotional support, therapy, comfort or companion animals which have not been trained to perform a specific job or task do not qualify as service animals under the ADA.
• The library may occasionally present programs that feature animals.

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 human resources manager and/or their supervisor.

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 attempts 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 847-392-0100, TTY at 847-392-1119 or email at Accessibility@ahml.info. Disability and Supportive Accommodation requests can also be made using the Disability and Supportive Accommodation Request Form: https://www.ahml.info/form/disability-accommodation-request, 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.

Program and Meeting Accessibility

All notices and advertising for library-sponsored programming will contain an appropriate ADA notice, (such as the following):

Customers requesting an accommodation should contact the library, not less than five (5) working days prior to the program or meeting. The library can be reached at 847-392-0100, TTY at 847-392-1119 or email at accessibility@ahml.info. Disability and Supportive Accommodation requests can also be made using the Disability and Supportive Accommodation Request Form: https://www.ahml.info/form/disability-accommodation-request.

Grievance Procedures

The executive director or their designee is the library’s ADA compliance officer. The executive director can be reached at 847-392-0100, by email at LibraryDirector@ahml.info or by writing to Arlington Heights Memorial Library, 500 North Dunton Avenue, Arlington Heights, Illinois 60004.

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’s compliance officer, or the executive 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’s ADA compliance officer or executive 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’s compliance officer or executive 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).

To the extent that any existing policies, procedures or guidelines of the library are inconsistent with this policy, this policy shall prevail.

The library provides public meeting rooms to support the library’s mission of fulfilling the knowledge, information, enrichment, entertainment and cultural engagement needs of its community members. Meeting rooms are available to groups regardless of the beliefs and affiliations of their members.

Meeting rooms are made available for the operational needs of the library first, then to provide accommodations for educational, informational, cultural and civic functions consistent with the library’s mission. When feasible, the library makes the meeting rooms available for reservation by customers who have a valid Arlington Heights Memorial Library card.

For purposes of this policy, the term “meeting room” shall refer to the Hendrickson Room (full and half).

AVAILABILITY AND USE

Priority for the Hendrickson Meeting Room is assigned as follows:

1. Library-sponsored programs and activities, including functions of the library;
2. Educational, informational, cultural and civic programs sponsored or co-sponsored by the library and related to its mission, collections and services;
3. Meetings of organizations whose purposes are educational, cultural or civic in nature and/or classified as a not-for-profit 501 (c)(3); or
4. Musical, dance or theatrical performances approved by library administration.

ELIGIBILITY

1. Cardholder must be 18 years of age or older and have a valid Arlington Heights Memorial Library card in good standing.

2. The reservation holder is required to remain in the room during the reservation period.

3. Reservations must be made one week, but no more than six months in advance, unless otherwise approved by library administration.

LIMITATIONS

Uses and/or activities meeting rooms may not be used for, include but are not limited to:

1. Commercial and for-profit purposes, e.g., programs or events (including but not limited to workshops and seminars) held by for-profit organizations involving the sale, advertising, solicitation or promotion of any product or service.

2. Uses, events or other activities which, by their nature, may be disruptive to normal library operations unless approved in advance by library administration.

3. Social or private parties, such as birthday and graduation parties, and bridal/baby showers.

4. Fundraising activities, except for those that result in a direct benefit to the library and have received prior approval from library administration.

5. Political rallies and/or meetings organized for the purpose of campaigning or urging action such as voting for or against any candidate, party, position, question or referendum.

6. Any use or activity that is in violation of local, state, or federal law.
    

GENERAL REGULATIONS

Users of the meeting room agree to abide by all library polices and regulations. Failure to abide by library policies and/or regulations will result in cancelation or refusal of future reservations.

1. All meetings must be open to the public free of charge. Donations may not be solicited as a condition of attendance.

2. Organizations may not ask for personal information from program attendees as a condition of attendance.

3. The renting person/organization is responsible for ensuring that its meeting complies with requirements of the Americans with Disabilities Act (ADA) and compliance shall be at the renting group’s own cost and expense.

4. Light refreshments may be served if the reservation holder has paid the kitchen fee. Cooking is prohibited unless approved in advance by library administration. All food and beverages must remain in the meeting room.

5. Children under 12 years of age must be supervised by a responsible caregiver at all times.

6. No reservation holder may transfer a room reservation to another customer.

7. Room fees must be paid in advance of the reservation.

8. The reservation holder must supply their own equipment and supplies, excepting those provided by the library per the equipment section of this policy. Equipment and supplies may not be stored at the library without permission of library administration.

9. The library does not provide assistance in transporting supplies to the rooms or help with set-up beyond the initial set-up, which is done by library staff. Library staff are not available to help with meetings, take attendance or assist with registration.

10. Room setup arrangements are required one week prior to the event unless otherwise approved by library administration.

11. Reservations are not allowed before or after regular library hours. Reservations are permitted thirty (30) minutes after opening and must end thirty (30) minutes prior to the closing of the library. Failure to do this may result in the suspension of room reservation privileges.

12. Behavior that disturbs others is not permitted. The library has the right to cancel or interrupt use of the room at any time. All room reservations must adhere to the library’s Code of Conduct policy.

13. The library reserves the right to cancel a meeting room reservation if a conflict arises with a library-sponsored program or there is an unforeseen event, such as a power outage or inclement weather. Staff will assist the individual in finding an alternate date or will refund the fees.

14. Failure to reimburse the library for damages will result in the suspension of library and/or room reservation privileges, and possible criminal charges.

15. By allowing use of its meeting rooms, the library does not endorse the activities or viewpoints of meeting room users.

Groups using the library’s meeting room must:

a.   Not state or imply that the group’s activities are sponsored or presented in partnership with the library.

b.   Not use the library as a mailing address or list the library’s name, address, phone number or web address as its headquarters.

c.   Not publicize their meetings with posters, leaflets or other publicity in the library building without prior approval by library administration. Directional signs and/or notices for day-of events must be approved by staff prior to posting and removed immediately after use of the meeting room.

Include the following disclaimer in all event listings, publications and advertisements:

“This event is not affiliated with the Arlington Heights Memorial Library. Use of library meeting space does not constitute endorsement or approval of the organization, this program or its content by the library.”

d. Not solicit or campaign outside the meeting room before, during, or after the meeting or event.

16. The library retains the right to monitor all meetings conducted on the premises to ensure compliance with library regulations and policies. Library administration shall reserve the option to pre-empt or cancel any meeting at any time or refuse meeting room reservation.

17. The cardholder is responsible for returning the room to its original condition.

RESERVATIONS

The person reserving the room must check in at the second-floor desk with a valid ID at least fifteen (15) minutes prior to the room reservation time.

No group may use a meeting room more than once per month.

FEES

Fees for meeting rooms are as follows:

The library may waive reservation fees at the discretion of the library administration.

OCCUPANCY LIMITS

Attendance in any meeting room is limited to occupancy limits established by the Fire Marshall or other applicable authority.

Per the Fire Marshall, the occupancy limits are as follows:

½ Hendrickson Room (North or South): 90

Full Hendrickson Room: 200

EQUIPMENT

The following equipment may be available upon request for use in the meeting room:

a. Chairs

b. Tables

c. Podium

d. Garbage Cans

e. Sink

f.  Whiteboards

g. AV Cables

A full list of equipment can be found on the library’s website.

Cardholder registered for the meeting room shall be billed at replacement cost for any damage to furnishings and equipment.

All fees for damage shall be paid within thirty days. Failure to do so shall result in forfeiture of the right to use the meeting room facilities.

LIABILITY

For and in consideration of the use of the meeting rooms and library facilities, and as a condition of use, any person or group using the meeting rooms agrees to indemnify and hold harmless the library from any and all actions or suits relating to its use of such rooms and facilities.

In addition to scheduling programs and functions for the public, the library staff members also use the meeting rooms for internal staff-related functions.  This includes, but is not limited to, meetings where library staff members are the primary audience and staff training and development.  Decisions regarding the use of meeting rooms by staff are at the discretion of the Executive Director.

The library provides conference and studio rooms to support the library’s mission of fulfilling the knowledge, information, enrichment, entertainment and cultural engagement needs of its community members. Conference and studio rooms are available to groups regardless of the beliefs and affiliations of their members.

The library welcomes the use of conference and studio rooms for customers who have a valid Arlington Heights Memorial Library card. Subject to availability, conference and studio rooms may be used by non-cardholders.

LIMITATIONS

The library’s conference and studio rooms are not available for uses, events or other activities which, by their nature, may be disruptive to normal library operation unless approved in advance by library administration.

GENERAL REGULATIONS

Users of the conference and studio rooms agree to abide by all library polices and regulations. Failure to abide by library policies and/or regulations may result in cancellation or refusal of future reservations.

1. The renting person/organization is responsible for ensuring that its meeting complies with requirements of the Americans with Disabilities Act (ADA) and compliance shall be at the renting group’s own cost and expense.

2. The reservation holder must be 12 years of age or older and be present in the room during the reservation.

3. The user must supply their own equipment and supplies, excepting those provided by the library. Equipment and supplies may not be stored at the library.

4. Room usage is not permitted before or after regular library hours. All reservations must end thirty (30) minutes prior to the closing of the library. Failure to do this may result in the suspension of room privileges.

5. Room usage that disturbs others is not permitted. The library has the right to cancel or interrupt use of the room at any time. All room users must adhere to the library’s Code of Conduct policy.

6. The library reserves the right to cancel a room reservation if a conflict arises with a library-sponsored program or there is an unforeseen event, such as a power outage or inclement weather. Staff will assist the customer in finding an alternate date.

7. By allowing use of its conference and studio rooms, the library does not endorse the activities or viewpoints of conference or studio room users.

Groups using the library’s conference or studio rooms may not:

a. State or imply that the group’s activities are sponsored by or presented in partnership with the library.

b. Use the library as a mailing address or list the library’s name, address, phone number or web address as its place of business.

All event listings, publications and advertisements must include:

“This event is not affiliated with the Arlington Heights Memorial Library. Use of library meeting space does not constitute endorsement or approval of the organization, this program or its content by the library.”

8. The customer will be responsible for returning the room to its original condition.

9. Customers using the conference and studio rooms shall be billed at replacement cost for any damage to furnishings and/or equipment. All fees for damage shall be paid within thirty days. Failure to do so shall result in forfeiture of the right to use the conference and studio rooms and library facilities.

RESERVATIONS

1. Reservations for studio and small conference rooms may be made up to one week in advance.

2. Reservations for large conference rooms may be made up to one month in advance for a minimum of six people.

3. Rooms are available on a walk-in basis, subject to availability.

4. A customer may reserve a conference or studio room for a maximum of two hours per day. Time may be extended based on availability.

5. The person reserving the room must be present and have a valid ID.

6. No reservation may be transferred to another user.

7. Reservations will be held for 15 minutes past the reservation time.

OCCUPANCY LIMITS

Attendance in conference and studio rooms is limited to:

Rooms A-F                 5 users

Room G                      2 users

Room H                      16 users

Room I                        16 users

Rooms J-N                  5 users

Studio A-C                  4 users

Studio Production       6 users

Studio Entry                2 users

LIABILITY

For and in consideration of the use of the conference and studio rooms and library facilities, and as a condition of use, any person or group using the conference and studio rooms agrees to indemnify and hold harmless the library from any and all actions or suits relating to its use of such rooms and facilities.

The Board of Library Trustees adopts this Policy 7.007 as the flag policy of the Arlington Heights Memorial Library.

The library has two flagpoles, i.e., a flagpole located at the front of the library’s property at 500 North Dunton Avenue and another at 112 North Belmont (Makerplace).

Generally, flags on library flagpoles are one or more of the following:

1. The United States flag;
2. The State of Illinois flag;
3. The Village of Arlington Heights flag;
4. National League of Families POW/MIA flag.

The library will follow provisions governing the display of the flags found in the United States Code, Title 4, Chapter 1, and the Illinois Flag Display Act 5 ILSC 465.

Other flags: From time to time, the board may approve flying other flags. Any flags approved by the board shall represent an expression of the library’s official sentiments or the library’s mission, vision and values. Flags flown on the library’s flagpoles will be approved by the board and serve as a government forum for expression of the library’s missions, vision, values or official sentiments (government speech) as was recognized by the United States Supreme Court in its decision in Shurtleff et al. v. City of Boston.

The library does not fly flags at the request of the public, any organization, or any individual. Use of a library flagpole is not intended to serve as or create a forum for free expression by the public.

When approving flags to be flown on library flagpoles, the board will consider the following:

1. Whether the United States or the State of Illinois has recognized the flag or cause through statute or proclamation or other official communication, e.g., National Heritage Months or National Awareness Months;
2. Whether the flag represents a national, state, or local interest and is consistent with the library’s mission, vision, values or official sentiments;
3. Whether the flag represents a positive interest or value worthy of public recognition and is consistent with the library’s mission, vision, values or official sentiments.

Trustee responsibilities:

     1. Initial proposal, by trustee, to be at Committee of the Whole, for review.

          a. At that time, trustee will provide:

                 I. Documentation of Point #1, above.

                II. Documentation/photo of existing flag.

               III. Completed Flag Request form

The board will express its approval of flags on library flagpoles either by a written resolution or by majority vote of the Board of Library Trustees which majority vote will be documented in the minutes of a board meeting.

Use of the library's parking lot is limited to those who are visiting to use library services.  Using the parking lot in ways unrelated to this purpose is prohibited, unless authorized in advance by the executive director.

The parking lot is closed to all persons and vehicles, except to staff and volunteers and to customers using the book drop and drive-up window, from one half hour after the official closing time until one half hour before the official opening time, except as authorized by the executive director.  Regulations posted on signs in the parking lot must be observed.

Unauthorized persons in the parking lot in a period when the lot is closed will be required to leave the premises immediately and may be reported to the police for possible trespass violation.

Vehicles parked in violation of the policy are subject to towing.  Violators must pay any and all costs and expenses of towing.

The library designates areas for eating and drinking, including the Marketplace Café and the second-floor vending center.  Customers may not eat meals or drink beverages from containers without lids except in these areas.  Alcoholic beverages are not permitted anywhere in the library.

Customers are expected to properly dispose of trash after eating or drinking.  Food and drink may not interfere with others’ use of the library, or damage or threaten damage to library property.

Staff may provide food and beverages in public areas of the library for approved programs and events.

The Arlington Heights Memorial Library recognizes photography and video recording by individuals and groups in a public setting is a right protected by the First Amendment.

Permission is not required for taking photographs or videos in public areas of the library building for personal, noncommercial use. However, taking photographs or videos is prohibited in some areas such as restrooms, areas reserved for staff use only, and areas reserved for nursing. Persons taking photographs and videos in the public space must abide by the library’s Code of Conduct policy and shall not (i) compromise a customer or staff member’s right to privacy, (ii) harass, intimidate, or threaten a customer or staff member, or (iii) block library aisles, walkways, stairwells, doors, or exits.

Commercial recording that may interfere with use of the library is prohibited without prior approval of library administration. 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. The library may charge a fee to offset costs incurred by the library to provide access to the facility and prior permission must be sought at least one week in advance.

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 Library Board and other meetings required by the Act to be open to the public. The recordings shall not disrupt the meeting or create a safety hazard.

Photographs, audio and video may be livestreamed or recorded of people participating in library programs and activities. All persons attending library programs and activities, or using library facilities, thereby agree that any photograph or videorecording may be used by the library for promotional purposes, including social media, website, print and digital use, without additional prior notice or permission and without compensation to the participant.

Illinois state law prohibits even a person with a license to carry a concealed firearm from knowingly carrying a firearm on or into any building, real property or parking area under the control of a public library. Consistent therewith, the Arlington Heights Memorial Library prohibits the carrying of any firearm, openly, concealed or partially concealed, in the library building or on library property, except (a) by an on duty law enforcement person, or (b) as specifically authorized by the executive director in connection with a program being held on library property. Any violators will be reported to law enforcement and prosecuted to the fullest extent of the law.

Firearm prohibition signs in the form approved by the state police will be posted at the entrances of the building, driveways and parking areas of the library.

Violators of the policy will be in violation of the library Code of Conduct and subject to suspension as provided therein.

The Arlington Heights Memorial Library will consider proposals to allow alcohol to be served at library and private rental events.

GENERAL RULES AND RESTRICTIONS

• The serving of alcohol is not permitted at any event unless first approved by the library’s executive director.
• Alcohol may be served if the following conditions are met: (1) prevent access to the general public, (2) prevent alcohol from being removed from library property by attendees, excepting alcohol intended for fundraising purpose (e.g., auction items, gift packages, etc.) that is neither open or consumed onsite as part of the fundraising event (3) the sale, distribution and consumption of alcohol to persons under the age of 21 is prohibited and enforced.
• The selling of alcohol or tickets for alcoholic beverages is prohibited.
• Alcohol that is distributed on library property must be served by a licensed vendor who is required to provide an insurance certificate naming the Arlington Heights Memorial Library as an additional insured party.
• The library reserves the right to refuse alcohol to any attendees at a library program or event for any reason.

LIABILITY INSURANCE

The Illinois Liquor Control Act of 1934 [235 ILCS 5/6-21(a)] requires the Illinois Comptroller to determine each year the liability limits for causes of action brought under the Act.

The library’s liability insurance coverage is determined annually. The executive director ensures the library’s liability insurance meets the parameters set forth in this policy prior to approving programs, events or rentals where alcohol is to be served.

Renters of library spaces must provide dram shop liability insurance in the form of a certificate of Liquor Liability Insurance so as to hold harmless the library from all financial loss, damage and harm. The licensed server must provide proof of permit, license and insurance naming the Arlington Heights Memorial Library as certificate holder and the event name, dates and location must be listed on the certificate of liquor liability insurance.

COMPLIANCE

If any provision of this policy conflicts with any provision of the Illinois Liquor Control Act, the provisions of the Act shall prevail. All applicants must comply with all federal, state and local laws, and obtain any required state and/or local liquor licenses and insurance prior to the day of the event, program or rental.

The Arlington Heights Memorial Library’s Makerplace is a flexible, participatory environment where users can gain access to the latest technology to encourage life-long learning, entrepreneurship and empowerment through creation. It offers a wide array of hands-on opportunities and facilitates the sharing of space, equipment and resources for a diverse community in accordance with the library’s mission to fulfill the knowledge, information, enrichment, entertainment and cultural engagement needs of our community members.

USE OF SPACE

1. Users must be 12 years of age or older to be in the Makerplace without a responsible caregiver. Users under the age of 12 must be accompanied and monitored at all times by a responsible caregiver or library staff during a scheduled program or event.

2. Users of the Makerplace must adhere to Arlington Heights Memorial Library policies and obey all local, state, and federal laws when using the space. The library reserves the right to terminate usage privileges of any person in violation of these policies.

3. Issues, accidents, or injuries must be reported immediately to Makerplace staff.

4. Library-sponsored activities, classes, and programs have priority use of the spaces.

5. Use of the flex spaces and kitchen must adhere to the applicable policies, waiver forms, and rental agreements.

6. Organizations or individuals may not use any Makerplace facilities for ongoing operational activities. 

USE OF EQUIPMENT AND MATERIALS

1. Select tools will require a completed waiver form and/or in-house competency training prior to independent use. Use of select equipment and tools requires staff assistance to operate.

2. Materials for use with Makerplace tools will be available for purchase. Material availability is not guaranteed; prices are subject to change. The material price list is posted on the library website. The library does not offer refunds for materials used or for any remnants.

3. Users may bring in their own materials for use with equipment contingent on pre-approval from staff. The library requires a copy of the Safety Data Sheet (SDS) and reserves the right to deny non-compatible materials and tools.

4. The library cannot guarantee product quality, satisfaction, equipment availability or stability, confidentiality of design or specific delivery times.

5. The library is not responsible for damage to any project, if a project does not print correctly, does not work, or if a user’s personal equipment is damaged or destroyed while using any of the library equipment or tools. The library and its staff are not liable for any loss, damage, or expenses sustained by users due to the utilization of services, equipment, software, advice or information.

6. The library is not responsible for any damages, loss or security of data arising from use of its computers or network or during the creation or digitization process. Users are responsible for the storage of their digital files and providing their own storage devices as needed.

7. Users of the Makerplace accept financial responsibility for damage caused to the equipment or space beyond normal wear.

RESTRICTIONS

1. The library reserves the right to refuse production of any content at any time. Users will not be permitted to use Makerplace equipment to produce:

a. Content or objects prohibited by local, state, or federal law.

b. Content or objects that are unsafe, harmful, dangerous or pose an immediate threat to the well-being of others including but not limited to weapons or weapon parts.

c. Content protected by intellectual property laws which the user does not have legal permission to use.

2. It is the responsibility of the user to know which intellectual property laws, if any, apply to their intended creation or design when using library equipment.

3. The copyright law of the United States (Title 17, U.S. Code) governs the making of copies or other reproductions of copyrighted material. Users of the Makerplace are responsible for any related infringement. By submitting content or objects, the user agrees to assume all responsibility for, and shall hold the library harmless in, all matters related to patented, trademarked, or copyrighted materials.

4. To ensure fair and equal access to library equipment, the Makerplace is not and should not be considered a mass-production fabrication facility.

5. Overnight storage of user materials, projects, equipment, or other personal property in the Makerplace is prohibited.

MAKERPLACE FLEX SPACE RENTAL

The two main programming/event spaces located within the Makerplace are designed to be flexible and accommodate a wide range of programming use. These flex spaces are available for rental. 

1. Private Makerplace flex space rental is available to users over the age of 18 with priority given to Arlington Heights Memorial Library cardholders, businesses, and non-profit organizations.

2. Reservations by Arlington Heights Library cardholders in good standing may be made two weeks, but no more than six months in advance, unless otherwise approved by library administration. All others may reserve the spaces two weeks, but no more than two months, in advance. 

3. No group may rent any space in the Makerplace more than once per month. 

4. Price structure, fees and requirements for rental are reflected in the Makerplace Application and Use Agreement and may be modified at any time.

5. Renter is required to remain on Makerplace premises during the rental period. 

6. Items may not be stored in the Makerplace outside of the scheduled rental period; the rental space should be left in the same condition as upon arrival.

7. Event capacity is restricted to occupancy limits.

8. Liability insurance is required for all Makerplace renters.

GENERAL RENTAL REGULATIONS  

1. All events must be free of charge. Fundraising activities are prohibited, except for those that result in a direct benefit to the library and have received prior approval from library administration. 

2. The renting person/organization is responsible for ensuring that its event complies with requirements of the Americans with Disabilities Act (ADA) and compliance shall be at the renting group’s own cost and expense.

3. Children under 12 years of age must be supervised by a responsible caregiver at all times.

4. Rental may not be transferred to another individual or group without prior approval of library staff.

5. Rental reservations are considered tentative until the application and payment are received in full, and the reservation is confirmed by email.

6. The library does not provide assistance in transporting supplies to the spaces or help with set-up beyond the initial set-up, which is done by library staff. Library staff are not available to help with events, take attendance or assist with registration.

7. Behavior that disturbs others is not permitted. The library has the right to cancel or interrupt use of the space at any time. All reservations must adhere to the library’s Code of Conduct policy.

8. The library reserves the right to cancel a reservation if a conflict arises with a library-sponsored program or there is an unforeseen event. Staff will assist the individual in finding an alternate date or will refund the fees.

9. Failure to reimburse the library for damages will result in the suspension of library and/or reservation privileges, and possible criminal charges.

10. By allowing use of its flex spaces, the library does not endorse the activities or viewpoints of renters. Groups using the flex spaces must:  

a. Not state or imply that the group’s activities are sponsored or presented in partnership with the library.

b. Not use the library as a mailing address or list the library’s name, address, phone number or web address as its headquarters.

c. Not publicize their event with posters, leaflets or other publicity in the library building without prior approval by library administration. Directional signs and/or notices for day-of events must be approved by staff prior to posting and removed immediately after use of the space.

d. Include the following disclaimer in all event listings, publications and advertisements: “This event is not affiliated with the Arlington Heights Memorial Library. Use of library space does not constitute endorsement or approval of the organization, this event or its content by the library.”  

e. Not solicit or campaign outside the space before, during, or after the event.

11. The library retains the right to monitor all events conducted on the premises to ensure compliance with library regulations and policies. Library administration shall reserve the option to pre-empt or cancel any rental at any time or refuse a reservation.

12. The cardholder is responsible for returning the space to its original condition. 

The primary purpose of the Makerplace kitchen is for library programs, including access to hands-on instruction. In addition, providing rental opportunities which help launch new food businesses, non-profits, individuals and groups that support the library’s mission to fulfill the knowledge, information, enrichment, entertainment and cultural engagement needs of our community members.

ELIGIBILITY

1. All users of the Makerplace kitchen (kitchen) must complete the Kitchen Waiver form before attending library culinary programs or renting the kitchen.

2. Use of the kitchen outside of library-delivered culinary programming or kitchen rental is prohibited unless approved by the library administration.

3. Culinary instructors contracted by the library and all renters will meet requirements determined by the library.

4. The library reserves the right to limit culinary program registration to cardholders, to limit the number of program registrations per person, and to institute material fees for participation in Makerplace kitchen programs.

USE OF SPACE

1. All kitchen use shall be compliant with library policies and not violate federal, state or local laws; failure to abide may result in cancelation or refusal of future registrations and reservations.

2. Library-sponsored activities, classes, and programs have priority use of the kitchen.

3. Issues, accidents or injuries must be reported immediately to Makerplace staff.

4. Alcohol may not be served or consumed during or in conjunction with use of the kitchen unless approved by the library administration and in accordance with local and state laws.

5. Organizations or individuals may not use any Makerplace facilities for ongoing operational activities. 

KITCHEN RENTAL

1. Kitchen rental is available to users over the age of 18 with priority given to Arlington Heights Memorial Library cardholders, businesses, and non-profit organizations.

2. Renters are required to complete a kitchen orientation and sign a kitchen waiver before using the facilities. 

3. Renter and/or renter's invitees shall at all times abide by all terms and conditions of the Makerplace Application and Use Agreement. 

4. Reservations by Arlington Heights Memorial Library cardholders in good standing may be made two weeks, but not more than six months in advance, unless otherwise approved by library administration. All others may reserve the kitchen two weeks, but not more than two months, in advance. 

5. No group may rent any room in the Makerplace more than once per month. 

6. Price structure, fees and requirements for rental are reflected in the Makerplace Application and Use Agreement and may be modified at any time.

7. Renter is required to remain on Makerplace premises during the rental period.

8. Event capacity is restricted to occupancy limits.

9. Liability insurance is required for all kitchen rentals. Commercial renters must provide proof of $1 M of liability insurance. Non-commercial renters may be covered under home or organizational insurance.

GENERAL RENTAL REGULATIONS 

1. All events must be free of charge. Fundraising activities are prohibited, except for those that result in a direct benefit to the library and have received prior approval from library administration.

2. The renting person/organization is responsible for ensuring that its event complies with requirements of the Americans with Disabilities Act (ADA) and compliance shall be at the renting group’s own cost and expense

3. Children under 12 years of age must be supervised by a responsible caregiver at all times.

4. Rental may not be transferred to another individual or group without prior approval of library staff.

5. Rental reservations are considered tentative until the application and payment are received in full, and the reservation is confirmed by email.

6. The library does not provide assistance in transporting supplies to the kitchen or help with set-up beyond the initial set-up, which is done by library staff. Library staff are not available to help with events, take attendance or assist with registration.

7. Behavior that disturbs others is not permitted. The library has the right to cancel or interrupt use of the kitchen at any time. All kitchen reservations must adhere to the library’s Code of Conduct policy.

8. The library reserves the right to cancel a kitchen reservation if a conflict arises with a library-sponsored program or there is an unforeseen event. Staff will assist the individual in finding an alternate date or will refund the fees.

9. Failure to reimburse the library for damages will result in the suspension of library and/or kitchen privileges, and possible criminal charges.

10. By allowing use of its kitchen, the library does not endorse the activities or viewpoints of kitchen renters. Groups using the Makerplace kitchen must:

a. Not state or imply that the group’s activities are sponsored or presented in partnership with the library.

b. Not use the library as a mailing address or list the library’s name, address, phone number or web address as its headquarters.

c. Not publicize their event with posters, leaflets or other publicity in the library building without prior approval by library administration. Directional signs and/or notices for day-of events must be approved by staff prior to posting and removed immediately after use of the kitchen.

d. Include the following disclaimer in all event listings, publications and advertisements: “This event is not affiliated with the Arlington Heights Memorial Library. Use of library space does not constitute endorsement or approval of the organization, this event or its content by the library.”

e. Not solicit or campaign outside the kitchen before, during, or after the event.