AHML Policies

The Board of Library Trustees determines and adopts written policies to govern the operation of the library.

If you have any questions about our policies, please contact us.

I. GOVERNANCE

01/17/2017
Replaces 02/20/2013

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.
07/18/2017
Replaces 07/15/2014

ARTICLE I – GENERAL PROVISION

Section l:

These rules, adopted pursuant to the provisions of the Illinois Local Library Act, are intended to set out the duties of the Board of Library Trustees, provide procedures by which meetings of the said board are to be called and conducted, set out methods by which the business of the Board of Library Trustees is to be carried on, and provide other general rules relating to governance by the Board of Library Trustees.
 

Section 2:

These rules are supplementary to the provisions of the statutes of the State of Illinois as they relate to the procedures of boards of library trustees.
 

Section 3:

 

 

 

Each trustee elected to the library board is expected to perform all of the functions of the office, promoting a high level of library service while observing ethical standards. Trustees must avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, colleagues, or the institution. It is incumbent upon any trustee to disqualify himself or herself immediately whenever the appearance of conflict of interest exists. Trustees are asked to distinguish clearly in their actions and statements between their personal views and the adopted positions of the board, acknowledging the formal position of the board even if they personally disagree. Trustees must be aware of and in compliance with applicable laws governing freedom of information while respecting library business of a confidential nature. Trustees must be prepared to resist censorship of library materials and information by groups or individuals in order to preserve intellectual freedom for all library users.
 
Section 4: The office of the board shall be located at the Arlington Heights Memorial Library, 500 North Dunton Avenue, Arlington Heights, Illinois.

  
ARTICLE II -- MEMBERS AND OFFICERS – DUTIES

Section 1:

 

The term of each member of the Board of Library Trustees shall commence at the first regular board meeting after the official election canvass has been completed (usually in April) in the year in which he or she is elected and continue until the regular board meeting in April of the sixth year thereafter, or until his or her successor is duly elected and qualified, unless state law shall hereafter otherwise provide. 
 
Section 2: The Board of Library Trustees shall elect the president, vice-president/secretary, and the treasurer from among its members. Each of the said officers shall be elected at the first regular meeting of the board following the April general elections and official canvass when library trustees are elected, sworn into office by a board officer or senior board member and formally seated on the board. Officers shall serve for a term of two years and until their successors are duly elected and qualified. If a vacancy occurs in any of the said offices of the board, the vacancy shall be filled by the board for the balance of the term. The president of the board shall not generally be elected to succeed himself or herself more than once; however under the circumstances deemed appropriate by the board, the president may be elected for a third term. Five affirmative votes of board members are required to extend the tenure of the president to a third term.
 

Section 3:

The president shall supervise the affairs of the Board of Library Trustees. He or she shall preside at all meetings of the board and shall appoint such committees and subcommittees as may be necessary to carry out the purposes of the board.

 

The president shall be an ex-officio member of all committees and subcommittees so appointed.
 

Section 4:

 

The vice president/secretary shall supervise the records of the Board of Library Trustees and preside at meetings of the board in the absence of the president. He or she shall inspect and certify by signing official minutes of the board's proceedings, and shall verify that records of all official actions of the board are properly maintained and made available as a public record. Minutes will include the date, time and place of the meeting, those present, and a summary of discussion on all matters proposed, deliberated or decided in accordance with the Illinois Open Meetings Act.
 

Section 5:

The treasurer shall lead the development of the annual budget and represent the library in financial matters with other agencies as required and monitor budgets, audit reports, financial plans and other key financial matters. The treasurer shall verify that all agents handling funds for the library are properly bonded.

  
ARTICLE III – MEETINGS

Section 1:

The board will hold at least one business meeting per month at a regular scheduled time in the library. The date, place or time of a particular regular meeting may be changed by the affirmative vote of a majority of the trustees present and voting at a regular meeting.
 

Section 2:

A special meeting of the board may be held at any time at the call of any two members of the board. No special meeting shall be held unless written notice of the time and place thereof shall be given to all board members at least 48 hours in advance of the said special meeting, except in bona fide emergencies.
 

Section 3:

All meetings of the board shall be open to the public and conform to the requirements of the Illinois Open Meetings Act.
 
Section 4:  A quorum of the board shall consist of four members.
 

Section 5:

 

Robert's Rules of Order shall govern the deliberations of the Board of Library Trustees, except when such rules are in conflict with any of the rules provided herein.
 

Section 6:

The rules of order, other than such rules as may be prescribed by statute, may be suspended at any time by the consent of a majority of the members present at any meeting.
 

Section 7:

 

An agenda for each regular, special or committee meeting of the Board of Library Trustees shall be prepared by the executive director in consultation with the president or committee chair preceding such meeting. Board members who wish to have items included on the agenda for a regular meeting shall submit such items to the executive director at least three business days prior to the meeting.
 

Section 8:

 

 

 

Within 10 days after the beginning of each calendar year, the vice president/secretary of the board shall cause public notice to be given of the schedule of regular meetings of the board for the ensuing calendar year, stating the regular dates, times, and places of such meetings, by posting a copy of the notice in accordance with Illinois law. Whenever any meeting of the board is canceled, public notice of a rescheduled meeting shall be given by posting public notice in accordance with Illinois law. Public notice of a reconvened meeting need not be given when the announcement of the time and place of the reconvened meeting has been made at the original meeting and there has been no change in the agenda for such meeting.
 

Section 9:

Any requests for notice of meetings or records related to such meetings by the media, individuals or groups will be handled as specified by Illinois law, including the Open Meetings Act and the Freedom of Information Act.

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

Section 1: A committee of the whole shall consist of all board members. The president shall preside at meetings of the committee of the whole. The purpose of such meetings is to provide an informal forum for board members to engage in dialogue and provide an opportunity for open discussion and recommendations on issues. Board members who wish to have items included on the agenda shall submit such items to the executive director at least three business days prior to the meeting.
 
Section 2: The committee of the whole will meet at least once per month, unless there is no business to come before the committee. 
 
Section 3:  A quorum of the committee of the whole shall consist of four members.
 
Section 4: The board may appoint ad hoc committees, special committees, or standing committees from time to time at the board's discretion. The president shall appoint the chair and all members of any such committees unless the board shall otherwise direct.
 
Section 5:  The president shall designate a member or members of the board as liaison(s) to the Friends of the Library, who will serve for a term of two years. Re-appointment to additional terms as liaison is permitted. 
 
   

ARTICLE V – PROCEDURES

Section 1: The order of business at all regular meetings of the board shall be as follows:

A. Call to order
B. Roll call
C. Public comment
D. Approval of minutes of previous meeting

E. Approval of minutes of previous committee of the whole meeting

F. Review of financial reports

G. Review of the warrant/check register
H. Executive Director’s report
I.  Old business
J.  New business
K. Liaison reports
L. Other
M.Closed session as needed
 

Section 2: No vote or action of the Board of Library Trustees shall be rescinded at any special meeting of the board unless there be present at such special meeting as many members of the Board of Library Trustees as were present at the meeting when such vote or action was taken.
 
Section 3: At the request of any member of the board, any resolution or motion presented to the Board of Library Trustees shall be reduced to writing before being voted upon.
 
Section 4: 

No person other than the president or a member of the Board of Library Trustees shall address the board at any regular or special meeting other than in the time so designated on the agenda, except upon consent of a majority of the members present. Rules for public comment are as follows:
 

  1. Any person shall be allowed to speak at any regular or special meeting on any library matter of public concern. No person shall be prevented from speaking on the basis of any prior speech. Persons wishing to speak must be present at the meeting. Public comment by use of any telecommunications device to speak at any regular or special meeting will not be permitted, except in the case of individuals with disabilities that prevent them from attending in person. Individuals who cannot attend due to disability or who require disability related accommodations to allow them to observe and/or participate are requested to contact the library in advance, if possible, to allow the library to try to arrange reasonable accommodations.
 
  2.  Every public meeting shall set apart a maximum time of thirty (30) minutes near the beginning of each meeting to allow for public comments. Each person who wishes to speak will be allotted nor more than five (5) minutes, unless the presiding office reduces the allotted time because numerous people wish to speak.
 
  3. Each person who wishes to speak must place his or her name on a speaker’s list prior to the start of the meeting, and indicate whether they are an Arlington Heights resident. Speakers will be called to speak in the order of the list. In the event the period allotted for public comment elapses before all speakers have an opportunity to be heard, those speakers on the list still wishing to be heard shall retain their position on the list for the public comment portion of the next meeting.
 
  4. Each speaker must maintain civility and shall not disrupt the meeting by using obscene or threatening language or gestures or by violating the library’s Code of Conduct. Any person who does so, or who poses a threat to public safety, will be removed from the meeting and the library.
 
  5. Any person shall be permitted to address the Board of Library Trustees or any member of it at any time via mail or email at the trustee’s library email address.
 
Section 5: Public comment at board committee meetings is permitted also. All rules set forth in Article V, Section 4 apply.
 
Section 6:

All written documentation of any nature, including graphs, letters and/or proposals, that is intended for consideration by the board or a committee from a member or members of the public shall be submitted to the office of the executive director at least one week before the scheduled meeting(s) at which consideration of the documentation is sought, if possible; otherwise as early in advance of the meeting as possible in order to give trustees reasonable opportunity to review same.

 

Section 7:

Although the library will strive to provide reasonable access upon request to the records and documents relating to the business of the board and the library, documents issued by the library staff for consideration by the full board or a board committee may be classified as confidential drafts until the document is brought before the full board or a board committee. Reports, documents and other information that are legally confidential will be reclassified as public information if and when the conditions requiring confidentiality are no longer applicable.

 

Section 8:

All meetings of committees and the board shall end no later than 10:00 p.m. unless specifically extended by a majority of the members present. Access to the meeting by the public will be maintained after the library is closed.

 

Section 9: Attendance by means other than physical presence. If a quorum of the board is physically present a trustee not physically present may attend the meeting (including any closed portion of the meeting) by video or audio conference, if the following conditions are met:
 
  A. The board member desiring to attend the meeting by video or audio conference must notify the recording secretary before the meeting, unless advance notice is impractical.
 
 

B. 

The reason the board member is prevented from physically attending the meeting is because:
1. Personal illness or disability;
2. Employment purposes;
3. Business of the library;
4. Family emergency; or
5. Other emergency.
  A board member attending by means other than physical presence has the full rights of a board member who is physically present; i.e., the board member may vote, move or second motions, discuss the business on the agenda, and take other action as desired.

ARTICLE VI -- AMENDMENT OF RULES

Section 1: These rules may be amended from time to time by a majority vote.
 
Section 2: A proposed amendment to these rules shall be presented in writing at a regular or special meeting
preceding the meeting at which the vote is taken.

 
The foregoing rules are hereby approved by the Board of Library Trustees of the Village of Arlington Heights
on July 18, 2017.

_________________________________________
President, Board of Library Trustees 

05/13/1993

 
OF THE LIBRARY BOARD
 
 
OF THE LIBRARIAN
 
  1. Employ a competent and qualified librarian.
     
  2. Determine and adopt written policies to govern the operation and program of the library's program.
     
  3. Determine the purposes of the library and secure adequate funds to carry on the library's program.
     
  4. Know the program and needs of the library in relation to the community; keep abreast of standards and library trends; plan and carry out the library program.
     
  5. Establish, support, and participate in a planned public relations program.
     
  6. Assist in the preparation of the annual budget.
     
  7. Know local and state laws; actively support library legislation in the state and nation.
     
  8. Establish among the library policies those dealing with book and material selection.
     
  9. Attend all board meetings and see that accurate records are kept on file at the library.
     
  10. Attend regional, state, and national trustee meetings and workshops, and affiliate with the appropriate professional organizations.
     
  11. Be aware of the services of the state library.
     
  12. Report regularly to the governing officials and the general public.
 
 
*Virginia G. Young, the Trustee of a small Public Library, Number 3 of the series: The Small Public Library, Chicago, ALA, 1962. Reprinted with permission. (As Amended)
 
  1. Act as technical advisor to the board; recommend needed policies for board action; recommend employment of all personnel and supervise their work.
     
  2. Be responsible for hiring, dismissal, disciplining, and promotion of all library personnel.
     
  3. Carry out the policies of the library as adopted by the board.
     
  4. Suggest and carry out plans for extending the library's services and facilities.
     
  5. Prepare regular reports embodying the library's current progress and future needs; cooperate with the board to plan and carry out the library program.
     
  6. Maintain an active program of public relations.
     
  7. Prepare an annual budget for the library in consultation with the board and give a current report of expenditures against the budget at each meeting.
     
  8. Know local and state laws; actively support library legislation in the state and nation.
     
  9. Have over-all responsibility for selection, acquisition, processing, and maintenance of all Library materials.
     
  10. Attend all board meetings other than those in which his own salary or tenure are under discussion; may serve as secretary of the board.
     
  11. Affiliate with local, state and national professional organizations and attend professional meetings and workshops.
     
  12. Make use of the services and consultants of the state library.
     
  13. Report regularly to the library board, to the officials of local government, and to the general public.

 
 
 
 
04/27/2011
Replaces 08/16/2005


To ensure that the public receives consistent and accurate information about Arlington Heights Memorial Library, the Board and staff maintain open, two-way communication between the Library and its various audiences and stakeholders.  The Communications & Marketing Department carries out a planned public information program that informs the public about the Library’s programs and services and promotes the use of the Library to all residents.

To promote a good understanding of the Library’s objectives and services among governing officials, community leaders, and the general public, the Board of Library Trustees recognizes that public communications involve every person who has a connection with the Library.  The Board urges its own members and all staff members and volunteers to realize that they represent the Library in every public contact.

The Communications & Marketing Director is the Library’s media contact.  Media inquiries are referred as appropriate to the Board of Library Trustees, the Executive Director or others.  In the event that the Executive Director and the President of the Board of Library Trustees are unavailable for a needed media response, the inquiry is referred to another officer of the Board of Library Trustees.

If other trustees are contacted directly by the media, it is important to deliver a consistent external message.  Since trustees do not usually have budgets and other documents readily at hand, it may be most helpful to the media to refer such calls to staff.  Unless designated to do so, an individual trustee does not speak for the whole board.

In an emergency situation, official statements to the public and media are made by a member of the Library’s executive committee (EXCO).

 

04/27/2011
Replaces 09/20/2005


With their knowledge and experience, the Library’s trustees are valuable, credible advocates for the Arlington Heights Memorial Library.

So it is essential that members of the Board of Library Trustees be informed, active advocates on legislation affecting library funding and services.  Trustees are kept aware of proposed legislation on the local, state, and national levels on an ongoing basis.  When appropriate, the Board of Library Trustees chooses a position on such legislation, takes action and makes its position on proposed legislation known to the appropriate political entity.

In addition, a solid working relationship is maintained between members of the Arlington Heights Memorial Library Board of Trustees and legislators serving the library constituency.  Whenever possible, library issues are addressed in ways that transcend partisan politics, that acknowledge economic realities, and that position libraries as part of the solution to larger problems such as those related to literacy and the community’s economic vitality.

Trustees educate and inform legislators about the Library and what it means to their shared constituencies.  Regular contact between trustees and legislators, or their staff, is desirable.  Whenever possible, trustees will

  •  visit legislators in their home offices,
  •  participate in statewide or national legislative advocacy events,
  •  invite elected officials to the library,
  •  host events specifically for officials,
  •  send position letters and follow up with letters of appreciation, and
  •  keep the lines of communication open between elected officials and the Board of Library Trustees.
11/15/2016
Replaces 06/17/2014


TRUSTEES:

Every library trustee should be a member of the Illinois Library Association (ILA), the American Library Association (ALA) and the divisions of ALA which are of interest to the board.  The library will make payment of these dues for the members with approval by the Board of Library Trustees.

At least once during each term of office, every library board member should attend one of the following: an annual conference of the American Library Association, a Public Library Association national conference, or an Illinois Library Association conference.  Expenses for the trip should be included in the library budget, and the privilege should be rotated among board members from year to year, giving all a part in the educational benefits of the national meetings.

Board members are also encouraged to participate in other state and regional conferences and workshops as appropriate and costs associated with attendance may be covered in an amount approved by the board. A roll call vote of the board is required for any reimbursement of travel expenses for trustees in accordance with the Local Government Travel Expense Control Act, 50 ILCS 150/1.

STAFF:

Dues for membership in ILA, ALA, and up to two ALA divisions may be paid by the library if approved in advance by the executive director.  In most circumstances, one of those divisions should be the Public Library Association (PLA) and the second should be the division most applicable to the individual staff member’s position with the library.

Whenever possible, time with pay is allowed to staff members to attend library conferences and other professional meetings.  The library may contribute to the expenses of officially designated representatives. Reimbursement of travel expenses will be made in accordance with the Local Government Travel Expense Control Act, 50 ILCS 150/1. Insofar as possible, those who take an active part in the meetings or are involved in presenting a program or the organization of committee work will be given priority.  Requests for permission to attend professional library meetings and conferences should be made to the appropriate supervisor with final approval made by the executive director.

09/21/2011
Replaces 03/15/2005


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.
1)  A trustee on a committee consisting of three trustees may copy a committee member on an email to the Executive Director about a committee matter without its being a violation, but the receiving trustee may not send a reply email to the sending trustee.  Communications between two trustees of this committee about substantive committee business would constitute a violation of the Open Meetings Act.
2)

Two trustees, who are not members of the same committee, may correspond between themselves on substantive library business without violating the Open Meetings Act.  Communication between three trustees, however, would constitute a violation of the act because three trustees constitute a majority of a quorum of the Board of Library Trustees.

  • 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.


 

09/20/2005


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

  • When directed to do so by the Board of Library Trustees or President.
  • When ethics questions or concerns pertaining to the President of the Board of Library Trustees arise and a second trustee concurs.

If direct contact is made, the member of the Board initiating the contact should request the attorney’s opinion through the President of the Board of Library Trustees or through the Executive Director except when acting under Option 2, in which case a copy should be concurrently sent to the President and Executive Director.

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

06/22/2011
Replaces 04/27/2011


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.
 

II. LIBRARY ADMINISTRATION

04/27/2011
Replaces 08/19/2009


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

A. Formal Bids

Formal bids are required for contractual services, commodities and capital goods and shall be awarded to the lowest responsible bidder considering the applicable criteria listed in this policy, except that formal bidding is not required in the following five cases, unless it is otherwise required by Section 5-5 of Chapter 75 of the Illinois Compiled Statutes 1993.

 

1.

Where the amount is under $20,000

  2. Where the goods or services are economically procurable from only one source, such as contracts for public utility services, books, and specially designed business and research equipment and related supplies.
  3.  Where the services required are professional, artistic or other skills.
  4.  In emergencies.  An emergency shall be deemed to exist when immediate repairs to, or replacement of, equipment owned by the library is necessary in order to permit the library to function and its regular services to be performed, or when there has been a local disaster or catastrophe.
 

5. 

Whenever the board determines that comparable competitive bids are very difficult or impossible to obtain and the product or service provided by the supplier will enable the Library to operate more efficiently and economically.


Solicitation for bids shall be in conformance with Illinois laws and the method of solicitation shall be as follows:

 

 

a.  A legal notice announcing the availability of a “call for bids” shall be published in at least one local newspaper at least once.  The board may, in its discretion, select additional newspapers or other publications in which to place such advertisements as it shall from time to time deem necessary and desirable.
    b.  The "call for bids" shall describe in detail the required qualifications for contractor or suppliers, specifications of the goods or services, terms of delivery, draft of the contract (if applicable), need for performance bond (if applicable), whether samples are required, the form in which to submit the bid, any other conditions, and the time and place for opening bids.
B. Price Quotations

Purchases and commitments for contractual services, commodities and capital goods with an aggregate value of $1,000 but not more that $20,000 shall be made on the basis of at least three quotations from the most qualified suppliers, all to the extent practicable in the circumstances.  The most qualified supplier will be determined using the applicable criteria listed in this policy.

C.  Discretionary Purchases

The purchase of commodities used by the library on a regular basis shall be exempt from the requirements of Formal Bids and Price Quotation when the value of the purchase is less than $1,000.

D.  Qualification of Contractors and Suppliers

It is the intention of the Library to award contracts only to a contractor or supplier who furnishes satisfactory evidence that it has the requisite capital, experience, ability, organization, and staffing to enable it to perform the work successfully and promptly, and to complete the work within the time set forth in the specifications.  The Library shall consider the following criteria.

  1.  The ability, capacity and skill of the contractor or supplier to perform the contract; and
  2.  Whether the contractor or supplier has the experience within the last three years performing work similar to that required under the Contract; and
  3.  Whether the contractor or supplier has the organization and staffing to enable the contractor or supplier to perform the contract successfully and promptly, within the time specified and without delay or interference; and
  4.  The character, integrity, reputation, judgment, experience and efficiency of the contractor or supplier; and
  5.  The quality of the contractor or supplier’s performance of previous contracts; and
  6. The contractor or supplier’s safety record, including OSHA citations, in the past three years; and
  7.  The previous and existing compliance by the contractor or supplier with the laws and ordinances relating to public bidding generally and to this contract in particular; and
  8.  The sufficiency of the financial resources and ability of the contractor or supplier to perform the contract in particular; and
  9.  The information derived by the library from references supplied by the contractor or supplier or from inquiries by library with respect to prior work performed by the contractor or supplier; and
  10. 
 
A pre-award interview may be required at which the contractor or supplier would present its qualifications and project team and discuss this project with the library; and
  11. Any other factor that the library may legally consider in determining the proposal that is in the best interests of the library.

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.

11/17/2015
Replaces 09/21/2011


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.

02/20/2013
Replaces 05/18/2004


Note:  The article numbers reference the State Officials and Employees Ethics Act, 5 ILCS 430/1-1 et seq.  These articles are required by this statute to be adopted by the Board of Library Trustees.
 
ARTICLE 1 - DEFINITIONS
 
Section 1-1:  For purposes of this policy, the following terms shall be given these definitions:
"Campaign for elective office" means any activity in furtherance of an effort to influence the selection, nomination, election, or appointment of any individual to any Federal, State, or local public office or office in a political organization, or the selection, nomination, or election of Presidential or Vice-Presidential electors, but does not include activities (i) relating to the support or opposition of any executive, legislative, or administrative action, (ii) relating to collective bargaining, or (iii) that are otherwise in furtherance of the person's official duties.
 
"Candidate" means a person who has filed nominating papers or petitions for nomination or election to an elected office, or who has been appointed to fill a vacancy in nomination, and who remains eligible for placement on the ballot at a regular election, as defined in Section 1-3 of the Election Code (10 ILCS 5/1-3).
 
"Collective bargaining" has the same meaning as that term is defined in Section 3 of the Illinois Public Labor Relations Act (5 ILCS 315/3).
 
"Compensated time" means, with respect to an employee, any time worked by or credited to the employee that counts toward any minimum work time requirement imposed as a condition of his or her employment, but for purposes of this policy, does not include any designated holidays, vacation periods, personal time, compensatory time off or any period when the employee is on a leave of absence.  With respect to officers or employees whose hours are not fixed, "compensated time" includes any period of time when the officer is on premises under the control of the employer and any other time when the officer or employee is executing his or her official duties, regardless of location.
 
"Compensatory time off" means authorized time off earned by or awarded to an employee to compensate in whole or in part for time worked in excess of the minimum work time required of that employee as a condition of his or her employment.
 
"Contribution" has the same meaning as that term is defined in Section 9-1.4 of the Election Code (10 ILCS 5/9-1.4).
 
"Employee" means a person employed by the Arlington Heights Memorial Library, whether on a full-time or part-time basis or pursuant to a contract, whose duties are subject to the direction and control of an employer with regard to the material details of how the work is to be performed, but does not include an independent contractor.
 
"Employer" means the Arlington Heights Memorial Library.
 
"Gift" means any gratuity, discount, entertainment, hospitality, loan, forbearance, or other tangible or intangible item having monetary value including, but not limited to, cash, food and drink, and honoraria for speaking engagements related to or attributable to government employment or the official position of an officer or employee.
 
"Leave of absence" means any period during which an employee does not receive (i) compensation for employment, (ii) service credit towards pension benefits, and (iii) health insurance benefits paid for by the employer.
 
"Officer" means a person who holds, by election or appointment, an office created by statute or ordinance, regardless of whether the officer is compensated for service in his or her official capacity.
 
"Political activity" means any activity in support of or in connection with any campaign for elective office or any political organization, but does not include activities (i) relating to the support or opposition of any executive, legislative, or administrative action, (ii) relating to collective bargaining, or (iii) that are otherwise in furtherance of the person's official duties.
 
"Political organization" means a party, committee, association, fund, or other organization (whether or not incorporated) that is required to file a statement of organization with the State Board of Elections or a county clerk under Section 9-3 of the Election Code (10 ILCS 5/9-3), but only with regard to those activities that require filing with the State Board of Elections or a county clerk.
 
"Prohibited political activity" means:
  A.  Preparing for, organizing, or participating in any political meeting, political rally, political demonstration, or other political event.
  B. Soliciting contributions, including but not limited to the purchase of, selling, distributing, or receiving payment for tickets for any political fundraiser, political meeting, or other political event.
  C. Soliciting, planning the solicitation of, or preparing any document or report regarding anything of value intended as a campaign contribution.
  D. Planning, conducting, or participating in a public opinion poll in connection with a campaign for elective office or on behalf of a political organization for political purposes or for or against any referendum question.
  E. Surveying or gathering information from potential or actual voters in an election to determine probable vote outcome in connection with a campaign for elective office or on behalf of a political organization for political purposes or for or against any referendum question.
  F. Assisting at the polls on election day on behalf of any political organization or candidate for elective office or for or against any referendum question.
  G. Soliciting votes on behalf of a candidate for elective office or a political organization or for or against any referendum question or helping in an effort to get voters to the polls.
  H. Initiating for circulation, preparing, circulating, reviewing, or filing any petition on behalf of a candidate for elective office or for or against any referendum question.
  I. Making contributions on behalf of any candidate for elective office in that capacity or in connection with a campaign for elective office.
  J. Preparing or reviewing responses to candidate questionnaires.
  K. Distributing, preparing for distribution, or mailing campaign literature, campaign signs, or other campaign material on behalf of any candidate for elective office or for or against any referendum question.
  L. Campaigning for any elective office or for or against any referendum question.
  M. Managing or working on a campaign for elective office or for or against any referendum question.
  N. Serving as a delegate, alternate, or proxy to a political party convention.
  O. Participating in any recount or challenge to the outcome of any election.
 
  "Prohibited source" means any person or entity who:
  A. is seeking official action (i) by an officer or (ii) by an employee, or by the officer or another employee directing that employee;
  B. does business or seeks to do business (i) with the officer or (ii) with an employee, or with the officer or another employee directing that employee;
  C. conducts activities regulated (i) by the officer or (ii) by an employee, or by the officer or another employee directing that employee; or
  D. has interests that may be substantially affected by the performance or non-performance of the official duties of the officer or employee.
 

ARTICLE 5 - PROHIBITED POLITICAL ACTIVITIES
Section 5-1: Prohibited political activities. (a) No officer or employee shall intentionally perform any prohibited political activity during any compensated time, as defined herein.  No officer or employee shall intentionally use any property or resources of the Arlington Heights Memorial Library in connection with any prohibited political activity.
  A. At no time shall any officer or employee intentionally require any other officer or employee to perform any prohibited political activity (i) as part of that officer or employee's duties, (ii) as a condition of employment, or (iii) during any compensated time off (such as holidays, vacation or personal time off).
  B. No officer or employee shall be required at any time to participate in any prohibited political activity in consideration for that officer or employee being awarded additional compensation or any benefit, whether in the form of a salary adjustment, bonus, compensatory time off, continued employment or otherwise, nor shall any officer or employee be awarded additional compensation or any benefit in consideration for his or her participation in any prohibited political activity.
  C.
Nothing in this Section prohibits activities that are permissible for an officer or employee to engage in as part of his or her official duties, or activities that are undertaken by an officer or employee on a voluntary basis which are not prohibited by this policy.
  D. No person either (i) in a position that is subject to recognized merit principles of public employment or (ii) in a position the salary for which is paid in whole or in part by federal funds and that is subject to the Federal Standards for a Merit System of Personnel Administration applicable to grant-in-aid programs, shall be denied or deprived of employment or tenure solely because he or she is a member or an officer of a political committee, of a political party, or of a political organization or club.

ARTICLE 10 - GIFT BAN
 
Section 10-1: Gift ban.  Except as permitted by this Article, no officer or employee, and no spouse of or immediate family member living with any officer or employee (collectively referred to herein as "recipients"), shall intentionally solicit or accept any gift from any prohibited source, as defined herein, or which is otherwise prohibited by law or ordinance.  No prohibited source shall intentionally offer or make a gift that violates this Section.
Section 10-2: Exceptions.  Section 10-1 is not applicable to the following:
  A. Opportunities, benefits, and services that are available on the same conditions as for the general public.
  B. Anything for which the officer or employee, or his or her spouse or immediate family member, pays the fair market value.
  C. Any (i) contribution that is lawfully made under the Election Code or (ii) activities associated with a fundraising event in support of a political organization or candidate.
  D. Educational materials and missions.
  E. Travel expenses for a meeting to discuss business.
  F. A gift from a relative, meaning those people related to the individual as father, mother, son, daughter, brother, sister, uncle, aunt, great aunt, great uncle, first cousin, nephew, niece, husband, wife, grandfather, grandmother, grandson, granddaughter, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, half sister, and including the father, mother, grandfather, or grandmother of the individual's spouse and the individual's fiancé or fiancée.
  G. Anything provided by an individual on the basis of a personal friendship unless the recipient has reason to believe that, under the circumstances, the gift was provided because of the official position or employment of the recipient or his or her spouse or immediate family member and not because of the personal friendship.  In determining whether a gift is provided on the basis of personal friendship, the recipient shall consider the circumstances under which the gift was offered, such as: (i) the history of the relationship between the individual giving the gift and the recipient of the gift, including any previous exchange of gifts between those individuals; (ii) whether to the actual knowledge of the recipient the individual who gave the gift personally paid for the gift or sought a tax deduction or business reimbursement for the gift; and (iii) whether to the actual knowledge of the recipient the individual who gave the gift also at the same time gave the same or similar gifts to other officers or employees, or their spouses or immediate family members.
  H. Food or refreshments not exceeding $75 per person in value on a single calendar day; provided that the food or refreshments are (i) consumed on the premises from which they were purchased or prepared or (ii) catered.  For the purposes of this Section, "catered" means food or refreshments that are purchased ready to consume which are delivered by any means.
  I. Food, refreshments, lodging, transportation, and other benefits resulting from outside business or employment activities (or outside activities that are not connected to the official duties of an officer or employee), if the benefits have not been offered or enhanced because of the official position or employment of the officer or employee, and are customarily provided to others in similar circumstances.
  J. Intra-governmental and inter-governmental gifts.  For the purpose of this Act, "intra-governmental gift" means any gift given to an officer or employee from another officer or employee, and "inter-governmental gift" means any gift given to an officer or employee by an officer or employee of another governmental entity.
  K. Bequests, inheritances, and other transfers at death
  L. Any item or items from any one prohibited source during any calendar year having a cumulative total value of less than $100.
  Each of the exceptions listed in this Section is mutually exclusive and independent of every other.
Section 10-3: Disposition of gifts.  An officer or employee, his or her spouse or an immediate family member living with the officer or employee, does not violate this policy if the recipient promptly takes reasonable action to return a gift from a prohibited source to its source or gives the gift or an amount equal to its value to an appropriate charity that is exempt from income taxation under Section 501 (c) (3) of the Internal Revenue Code of 1986, as now or hereafter amended, renumbered, or succeeded.
 
 
ARTICLE 15 - ETHICS ADVISOR
 
Section 15-1: Unless the Board of Library Trustees acts to name someone else, the then acting Executive Director and the then acting President of the Board of Library Trustees will serve as the two Ethics Advisors for the Arlington Heights Memorial Library.  At all times the names of then acting Ethics Advisors will be kept on file in the library’s business office.
Section 15-2: The Ethics Advisors shall provide guidance to the officers and employees of the Arlington Heights Memorial Library concerning the interpretation of and compliance with the provisions of this policy and State ethics laws.  The Ethics Advisors shall perform such other duties as may be delegated by the Board of Library Trustees.
 
 
ARTICLE 25 - PENALTIES
 
Section 25-1: Penalties.
  A. A person who intentionally violates any provision of Article 5 of this policy may be punished by a term of incarceration in a penal institution other than a penitentiary for a period of not more than 364 days, and may be fined in an amount not to exceed $2,500.
  B. A person who intentionally violates any provision of Article 10 of this policy is subject to a fine in an amount of not less than $1,001 and not more than $5,000.
  C. Any person who intentionally makes a false report alleging a violation of any provision of this policy to the local enforcement authorities, the State's Attorney or any other law enforcement official may be punished by a term of incarceration in a penal institution other than a penitentiary for a period of not more than 364 days, and may be fined in an amount not to exceed $2,500.
  D. A violation of Article 5 of this policy shall be prosecuted as a criminal offense by an attorney for the Arlington Heights Memorial Library by filing in the circuit court an information or sworn complaint, charging such offense.  The prosecution shall be under and conform to the rules of criminal procedure.  Conviction shall require the establishment of the guilt of the defendant beyond a reasonable doubt.
  E.
A violation of Article 10 of this policy may be prosecuted as a quasi-criminal offense by an attorney for the Arlington Heights Memorial Library.
  F. In addition to any other penalty that may be applicable, whether criminal or civil, an officer or employee who intentionally violates any provision of Article 5 or Article 10 of this policy is subject to discipline or discharge.
 
04/27/2011
Replaces 09/17/2002


The Board of Library Trustees endorses the American Library Association’s Code of Ethics and expects the trustees and staff alike to abide by its principles in providing service to the general public and administering the Library.

American Library Association Code of Ethics
Adopted by ALA Council, June 28, 1997; amended January 22, 2008

As members of the American Library Association, we recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs.

Ethical dilemmas occur when values are in conflict.  The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment.

We significantly influence or control the selection, organization, preservation, and dissemination of information.  In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information.  We have a special obligation to ensure the free flow of information and ideas to present and future generations.

The principles of this Code are expressed in broad statements to guide ethical decision making.  These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.

  • We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
  • We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
  • We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.
  • We respect intellectual property rights and advocate balance between the interests of information users and rights holders.
  • We treat co-workers and other colleagues with respect, fairness and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.
  • We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
  • We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.
  • We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspiration of potential members of the profession.
     
 
11/17/2015
Replaces 04/16/2008


In accordance with the Governmental Accounting Standards Board, the library is to report capital assets and depreciate all exhaustible capital assets in the financial statements, and to maintain inventory records, which properly account for equipment.
 
I. FIXED ASSET CAPITALIZATION
 
The library's criterion for fixed asset capitalization is as follows:
 
The asset acquired has an estimated useful life of more than one year and the cost of the asset is equal to or greater than $10,000.
 
This capitalization threshold is applied to individual units of fixed assets.  In general, all fixed assets, including real or personal properties, which meet the fixed asset capitalization criteria are classified as capital assets and will be subject to the following capitalization accounting and reporting requirements:
 
A.
Capital assets are reported as assets and depreciated on financial statements.
B. Capital assets are charged to capital outlay general ledger accounts 5XXX.
C. The asset will be depreciated using the straight-line method (historical cost less estimated salvage, divided by estimate useful life) and full-month convention should be used.  Regardless of when the asset was placed in service during the month, it will be considered in service the first day of the month.
 
II. NON-CAPITALIZED ASSETS
 
The library’s criterion for non-capitalized assets is as follows:
 
A. Fixed assets that have an estimated useful life of one year or more and have a current value in excess of $250 but less than $10,000 are classified as non-capitalized fixed assets.  Any work of art which is considered a historical part of the collection valued at more than $250 will be non-capitalized.
B. The library does not capitalize its book, audio visual and electronic collections that meet all of the following criteria:
  1. Held for public exhibition, education, or research in furtherance of public service, rather than financial gain.
  2. Protected, kept unencumbered, cared for and preserved.
  3. Subject to an organizational policy that requires the proceeds from sales of collection items to be used to acquire other items for collection, services and/or improvements for the library.
C. Expenditures for capital assets should be charged to a capital outlay general ledger accounts 5XXX.
 
III. CAPITAL ASSETS
 
Capital assets will be accounted for at historical cost, or if the historical cost is not practicably determinable, at estimated historical cost.  Historical cost of the asset will mean the cost at the time of original purchase.  The cost of capital asset includes all ancillary charges necessary to place the asset into its intended location and condition for use.  Ancillary charges include costs that are directly attributable to asset acquisition, such as freight and transportation charges, site preparation costs, and professional fees (sales taxes are not to be included).  Donated capital assets should be recorded at their estimated fair market value at the time of acquisition plus ancillary charges, if any.
 
Capital assets include the following real and personal properties:
A. Real Property
  1.  Land
    a.
All expenditures incurred to acquire land and to place it ready for use should be capitalized.  The acquisition cost of land should include: (1) the purchase price; (2) professional fee and closing costs (title searches, architect, legal, engineering, appraisal, surveying, environmental assessments, etc.); (3) cost incurred in preparing the land in condition ready for its intended use; (4) assumption of any liens or mortgages on the property; and (5) improvements made to the land that have indefinite lives and are permanent in nature.
    b. When land is acquired with buildings erected thereon, a total cost is allocated between land and building in reasonable proportion at the date of acquisition.  If the transfer document does not show the allocation, other sources of the information may be used, such as an expert appraisal of the real estate tax assessment records.
    c.
Land is not a depreciable asset.
  2. Site Improvements
    a. Site improvements include improvement of new and old sites and adjacent ways, and acquisition of physical property of a permanent nature attached to land.  Examples:  Excavation, non-infrastructure utility installation, driveways, parking lots, flagpoles, retaining walls, fencing, outdoor lighting, and other non-building improvements intended to make the land ready for its intended purpose, and removal, relocation or reconstruction of property of others.
    b. Site improvements are depreciated if they are exhaustible, such as parking lots, landscaping and fencing, which are parts of a site.
    c. Site improvements are not depreciated if they are inexhaustible.  Expenditures for improvements that do not require maintenance or replacement, expenditures to bring land into condition to commence erection of structures, and expenditures for improvements not identified with use or passage of time are additions to the cost of land and are generally not exhaustible and therefore not depreciable, such as excavation.
  3. Buildings
    a.
Buildings include all permanent structures and all integral fixtures, machinery, and other appurtenances that cannot be readily moved without disrupting the basic building structure or services to the building.
    b. Buildings are recorded at either construction cost or acquisition cost including advertising costs, architectural and engineering fees, blueprints, inspection tests and examinations, demolition, the razing of existing obsolete or old buildings to clear sites for new buildings, building fixtures and service systems, and any other expenditures directly related to the construction or acquisition of buildings.
    c.
When buildings are constructed, the cost of each phase of the project should be evaluated separately because each phase may have a different useful life and salvage value.
    d. Construction in progress is not depreciated, but the cost is included as an asset in the government-wide financial statements.
  4. Building Improvements
    a. Building improvements that extend the useful life or increase the capacity of the building are capitalized, such as roofing projects, major energy conservation projects, or remodeling and replacing major building components.
    b.
Maintenance projects that do not extend the useful life or increase the capacity of the building are expensed, such as painting and plumbing repairs.
    c.
To be classified as either a building fixture or a service system, as opposed to maintenance, an item must conform to all five criteria:
      (i) The item is attached permanently to the building.
      (ii) The item functions as part of the building.
      (iii) Removal of the item would result in appreciable damage to the building or would impair the designed use of the facility.
      (iv) The item is generally accepted as real property (not personal property).
      (v)
The item loses identity as a separate unit.
B.
Personal Property
  1. Furniture and Equipment
    a. Furniture and equipment are items of movable tangible assets of a relatively permanent nature having an estimated useful life greater than one year and an acquisition cost per unit of $10,000 or more.
    b.
A unit of furniture or equipment is defined for the purposes of this policy as an individual item, or group of items, which is usable for its intended function and which cannot be separated without a diminishment in the usability of the item for its intended purpose.  For example, a keyboard, monitor and central processing unit purchased as components of a computer system will not be evaluated individually against the capitalization threshold.  The entire computer system will be treated as a single fixed asset.
    c.
For furniture or equipment purchased, the valuation is the net amount paid through Accounts Payable, which is the invoice price less all discounts (except trade-in allowances).  Freight and installation costs are also included if they are shown on the original invoice, or if they are readily available on related freight bills.  If furniture or equipment is constructed by employees, the costs of the materials and labor as well as indirect costs should be recorded as the total costs of the item that is produced.
  2.
Capital Leases
    a.
Leased equipment is capitalized if the lease-purchase agreement meets the capitalization criteria and any one of the following criteria as required by Governmental Accounting and Financial Reporting Standards (GASB Codification) Code Section L20.109:
      (i) The lease transfers ownership of the property to the lessee by the end of the lease term.
      (ii) The lease contains a bargain purchase option.
      (iii) The lease term is equal to 75 percent or more of the estimate economic life of the lease property.
      (iv)
The value at the beginning of the lease’s term of the minimum lease payments, excluding that portion of the payments representing executory costs to be prepaid by the lessee but including any profit thereon, equals or exceeds 90 percent of the excess of the fair value of the leased property to the lessee at the inception of the lease.
    b.
The leased equipment is recorded at the total cost net of interest expense (the present value at inception of the lease).
    c.
Leases that do not meet any of the above requirements should be recorded as operating leases and should not be capitalized.
  3. Vehicles
    a.
Vehicles include buses, trucks, vans, pick-ups, and cars that have a useful life greater than one year and have an acquisition cost per unit of $10,000 or more.
 
The cost of a capitalized vehicle includes the purchase cost, expenditures for significant improvements and any other necessary expenditures required to place the asset into its intended state of operation.  All expenditures will be posted to the budgeted general ledger accounts 5XXX.
 
04/27/2011
Replaces 06/18/2008


The Library takes all measures reasonably necessary to protect the security, confidentiality and integrity of “personal information” as defined in the Personal Information Protection Act (815 ILCS 530/1 et seq.).  Personal information does not include publicly available information that is lawfully made available to the general public from federal, State, or local government records (815 ILCS 530/5).

Any suspected breach or compromise of the security of library data which contains personal information shall be investigated promptly by the Executive Director.

The Executive Director may consult with local law enforcement officials and/or the Library’s attorney before making a determination as to notifying patrons that there has been a breach of library data which contains personal information.

If notice to patrons is appropriate, notice shall be given in accordance with the Personal Information Protection Act.  “Personal information” is specifically defined as an individual’s first name or first initial and last name in combination with any one or more of the following data elements, when either the name or the data elements are not encrypted or redacted:

A. Social Security number.

B. Driver’s license number or State identification card number.

C. Account number or credit or debit card number, or an account number or credit card number in combination with any required security code, access code, or password that would permit access to an individual’s financial account.

11/17/2015
Replaces 02/22/2012


The Board of Library Trustees (“board”) is committed to the responsible accounting for all public funds. Within a given fiscal year, the board and staff make every effort to use funds as budgeted. Any funds that are unexpended at the end of the fiscal year are classified into one of five categories of fund balance in accordance with the Governmental Accounting Standards Board (GASB) Statement 54. The fund balances may be used for cash flow requirements, projected building maintenance and improvements, capital projects and other purposes to ensure successful ongoing library operations.

Purpose

A fund balance policy establishes a hierarchy in the use of funds and a minimum level at which the projected end-of-yearfund balance must observe, as a result of the constraints imposed upon the resources reported by governmental funds. This policy is established to provide financial stability, cash flow for operations, and the assurance that the Arlington Heights Memorial Library (“library”) will be able to respond to emergencies with fiscal strength. More detailed fund balance financial reporting and increased disclosures will also aid users of our financial statements in understanding the availability of resources.

It is the library’s philosophy to support long-term financial strategies, where fiscal sustainability is our first priority, while also providing funds for future needs. It is essential to maintain an adequate fund balance to mitigate current and future risks and to ensure a stable tax levy. Fund balance levels are also a crucial consideration in long-term financial planning.

Definitions

Governmental Funds

The fund balance will be composed of three primary categories:

  • Nonspendable Fund Balance – portion of a Governmental Fund’s fund balance that is not available to be spent, either in the short-term or long-term, or through legal restrictions (e.g., inventories, prepaid items, land held for resale and endowments).
  • Restricted Fund Balance – portion of a Governmental Fund’s balance that is subject to external enforceable legal restrictions (e.g., grantor, contributor and property tax levies).
  • Unrestricted Fund Balance – is made up of three components:
    1. Committed Fund Balance – the portion of a Governmental Fund’s fund balance with self-imposed constraints or limitations that have been placed at the highest level of decision-making through formal board action. The same action is required to remove the commitment of fund balance.
    2. Assigned Fund Balance – the portion of a Governmental Fund’s fund balance to denote an intended use of resources, but no formal board action is required.
    3. Unassigned Fund Balance – available expendable financial resources in a governmental fund that are not the object of tentative management plan.

Some funds are funded by a variety of resources, including both restricted and unrestricted (committed, assigned and unassigned). The library’s order of spending fund balance is as follows: restricted, committed, assigned, unassigned.

Authority

Governmental Funds

Committed Fund Balance – A self-imposed constraint on spending the fund balance that must be approved by ordinance or resolution of the board. Any modifications or removal of the self-imposed constraint must use the same action used to commit the fund balance. Formal action to commit fund balance must occur before the end of the fiscal year. The dollar amount of the commitment can be determined after year end.

Assigned Fund Balance– A self-imposed constraint on spending the fund balance based on the library’s intent to use fund balance for a specific purpose. While the authority may be delegated to members of the management team by the board, at the current time, this authority has not been delegated.

Unrestricted Fund Balance Levels

Governmental Funds

General Fund

  • Purpose - This is a major fund and the general operating fund of the library. It is used to account for all activities that are not accounted for in the Capital Projects Fund.
  • Fund Balance – Unrestricted fund balance targets should represent no less than four months (33%) and no more than nine months (75%) of expected annual operating expenditures for the coming year, without a Board of Library Trustees resolution. Balances above the maximum may be transferred to the Capital Projects Fund through a resolution of the board.

Capital Projects Fund

  • Purpose – This is a major fund and was established to account for and report financial resources that are restricted, committed, or assigned to expenditure for capital outlays including the acquisition or construction of capital facilities and other capital assets.
  • Financing – Interfund transfers, debt financing or grants are used to finance this fund.
  • Fund Balance – The fund balance is reviewed in developing the Long Range Fiscal Plan and is maintained at a level appropriate with upcoming capital requirements.

Other Considerations

In establishing the above policies for unrestricted fund balance, the board considered the following factors:

  • The predictability of the library’s revenues and the volatility of its expenditures (i.e., higher levels of unrestricted fund balance may be needed if significant revenue sources are subject to unpredictable fluctuations or if operating expenditures are highly volatile)
  • The library’s perceived exposure to significant one-time outlays (e.g., disasters, immediate capital needs, state budget cuts)
  • The potential drain upon General Fund resources from the Capital Projects Fund (i.e., a deficit in the Capital Projects Fund may require a higher level of unrestricted fund balance be maintained in the General Fund, just as the availability of resources in the Capital Projects Fund may reduce the amount of unrestricted fund balance needed in the General Fund)
  • Liquidity (i.e., a disparity between when financial resources actually become available to make payments and the average maturity of related liabilities may require that a higher level of resources be maintained)
  • Commitments and assignments (i.e., the library may wish to maintain higher levels of unrestricted fund balance to compensate for any portion of the unrestricted fund balance already committed or assigned by the library for a specific purpose)

If any of the above factors change, the board will readdress the current unrestricted fund balance policy to ensure amounts are appropriate to maintain fiscal sustainability.

03/21/2017


The library welcomes monetary donations and donations of stock, materials, and other items. The purpose of this policy is to provide guidance to those who may be interested in donating. The library reserves the right to accept or reject any donation. Donations may also be made to the Friends of the Arlington Heights Memorial Library, an independent 501 (c) (3) non-profit corporation in accordance with its policies and guidelines.


TYPES OF DONATIONS

Monetary Donations

The library welcomes monetary donations. There are two types of monetary donations: restricted and unrestricted.

Restricted donations are those where the donor has defined specific terms, conditions, and purposes. The library may accept such donations, which support the library’s mission. With the exception of donations designated for purchasing library material, the executive director or his or her designee will coordinate restricted donations and will determine, in consultation with the Board of Library Trustees (the board), the suitability of the restricted donation. Terms of acceptance must be compatible with the library’s policies, the donor’s intent, and applicable laws.

In the case of money donated to purchase library materials, the donor may recommend an age level, broad subject area, or format. The library will attempt to honor the donor’s wishes if the donor’s recommendations are consistent with library policies, current needs, and available space. The library does not guarantee that expenditures will be made in the recommended categories. Library staff will make selections of specific titles. Materials purchased with donated funds become a part of the library’s collection subject to the library’s normal guidelines for deaccession and disposal.

Unrestricted donations are those where the donor has not specified conditions, terms, or purposes. Whenever possible, the library will use these donations to purchase items that enhance the library building or library services, which may be outside the scope typically provided for in the library’s budget.

Typical uses of unrestricted monetary donations include, but are not limited to:

  • Works of art
  • Giveaways and prices for the community
  • Aesthetic building enhancements
  • Emerging technology
  • Furniture

Donation of Library Materials

The library generally accepts donations of books and other library material but reserves the right to impose limits and operational guidelines to ensure such donations can be effectively managed. Typically, the library donates such material to the Friends of the Library. On occasion, donated materials may be added to the library’s collection subject to library policies and guidelines for deaccession and disposal.

Donations of Other Items

The library will consider on a case-by-case basis donations of furniture, merchandise, works of art, and other goods and services that support the library’s mission. The executive director or his or her designee will coordinate such inquiries and will determine, in consultation with the board, the suitability of the proposed donation. Terms of acceptance will be in accordance with library policies, the donor’s intent, and applicable laws.

ACKNOWLEDGEMENT OF DONATIONS

With the exception of donations of library material, the library will provide a letter to the donor acknowledging the donation. In the case of memorial or tribute donations, a letter will also be provided to a representative of the honored individual, if possible. Generally, acknowledgement letters will be mailed. For the donation of library material, the donor may request a receipt from library staff. Donations to the library may be tax deductible. The library will not provide a valuation for any donated items or goods.

If practical to do so, the library will place a plaque acknowledging a donation on or near the donated item or the item purchased with donated funds. When funds are donated for the purchase of library material in memory or honor of an individual, a bookplate will be applied to each item, if possible.

III. MATERIALS SELECTION POLICY

03/21/2017
Replaces 06/17/2014

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 of the people of Arlington Heights regardless of age, race, gender, creed, sexual orientation, national origin, or political or social views.

The Board of Library Trustees understands that some items and resources are controversial and could be offensive, shocking, or boring to some individuals, but may be meaningful and significant to others.  It is in the public interest for the Arlington Heights Memorial Library (AHML) to make available diverse views and expressions, including those which may seem unorthodox or unpopular with the majority.  While everyone is free to reject titles of which they do not approve for themselves and their children, they cannot restrict the freedom of others to choose what to read, hear, or view.

The public library does not advocate for the ideas found in its collection; rather, the public 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 titles than the library can purchase a published in print, audiovisual, and electronic formats.  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 take into account 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 is not to 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.

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

Protection of Public Interest

Any resident has the opportunity to suggest the purchase of a title for the library’s collection.  A resident may also request the reconsideration of an item already in the library’s collection.  Procedures have been established which ensure the serious review of a resident’s request for reconsideration.  Until a decision is reached, an item will remain in the collection.

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

Labeling

Library items are categorized broadly for the purpose of locating them in the adult, teen, children’s, or ESL/Literacy collection.  Otherwise, they are not marked or identified to indicate a suggested audience.  Materials are not isolated except for the purpose of protecting them from damage or theft.

IV. CONFIDENTIALITY OF LIBRARY RECORDS

02/20/2013
Replaces 11/20/2007

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:

I.

STAFF MEMBERS

Staff will under no circumstances disclose any patron-identifiable information about any customer to the public, the press, or to any government agency, or even to the customer’s own family members.  Staff should not permit anyone access to, or a view of, any non-public computers, files, or records which might contain patron-identifiable information.  Staff may disclose patron-identifiable information only under the following circumstances:

  A.

A customer may have access to any records the library holds about him or her, if the customer presents his or her library card or current government-issued photo identification with the customer’s home address.

  B.  If the customer is a minor, the minor’s parent or legal guardian may have access to any records the library holds about the minor, if the minor’s library card is presented.
  C. 

Customers who are not physically present (such as customers contacting the library via email, chat, text, or telephone) who provide the names and correlating library card numbers of library customers can be provided with the same information available through the AHML website when customers log in with names and correlating library card numbers.

  D. 

To provide the following information to law enforcement officers;

   

1. 

 

The name and description, if personally known to the staff member, of any person who has committed, is committing or threatens to commit a crime affecting library staff or members of the Board of Library Trustees, library customers or users, or library property; and
    2.

To the extent the staff member is a witness to such a crime, any other information relevant to the crime that is personally known by the staff member.

  E.  Notwithstanding the foregoing, patron identifiable information may be disclosed to a collection agency and/or law firm used by the library.  The library requires any third-party service provider’s assurance that appropriate procedures are in place to prevent the unauthorized release of confidential information to others.
 

When contacting a customer, patron-identifiable information (such as the title or subject of a requested item available to be picked up) may not be left on an answering machine, voice mail or email to the customer, unless designated by the customer as being an acceptable notification method.  The library cannot be responsible to maintain confidentiality in the notification process if these methods are selected by the customer.

The Executive Director or a Library Privacy Officer should be contacted immediately if a staff member:

  A.

Is approached with or learns of any subpoena, court order, warrant or other legal process directed to the library or relating to library property; other requests for patron-identifiable information;

  B.

Learns that certain patron-identifiable information may pertain to a crime (e.g., finding child pornography on a computer); or

  C.

Believes any patron-identifiable information has been improperly disclosed or may be at risk of being improperly disclosed; or

  D.

Has any question about the confidentiality policy.

II.

 THE BOARD OF LIBRARY TRUSTEES, THE EXECUTIVE DIRECTOR, AND LIBRARY PRIVACY OFFICERS

Only the Board of Library Trustees, the Executive Director and Library Privacy Officers are authorized to disclose any patron-identifiable information under circumstances other than those listed above.

The library will generally refuse to disclose any patron-identifiable information unless required to do so by a subpoena, court order, warrant or other process appropriate under the circumstances which is properly issued and authorized by federal, state or local law relating to civil, criminal or administrative discovery procedures or legislative investigatory power.  Any costs incurred by the library due to compliance with any such subpoena, court order, warrant or other process will be charged to the agency seeking it.

The library will disclose patron-identifiable information requested by a sworn law enforcement officer in writing in emergency situations as defined by IL Public Act 95-0040.  The requests for information must meet all of the following four conditions:

  A.

A sworn law enforcement officer states that it is impractical to get a court order as a result of an emergency situation;

  B.

There is probable cause to believe that there is imminent danger that someone will be physically harmed;

  C.

The information requested is limited to identifying a suspect, witness, or victim of a crime; and

  D.

The information does not include any registration or circulation records that would indicate materials borrowed, resources reviewed, or services used at the library.

 

A sworn law enforcement officer must complete an “Officer’s Request for Confidential Library Information” form.  Information provided is limited to identifying a suspect, witness, or victim of a crime.  It excludes any registration or circulation records that would indicate materials borrowed, resources reviewed or services used at the library.

There are also several limited exceptions which permit or even require the library to disclose voluntarily certain electronic communications under the Federal Electronic Communication Privacy Act.  This law permits the library in certain circumstances to disclose the contents of certain electronic communications, such as email, temporary Internet files and other content transmitted, received, viewed, downloaded or printed on a library computer.  The Board of Library Trustees, the Executive Director or a Library Privacy Officer may divulge the contents of an electronic communication:

  A.

To an addressee or intended recipient of the communication;

  B.

In any way consistent with the consent of the originator or an addressee or intended recipient of the communication; or

  C.

To a law enforcement agency:

    1. 

If the contents were inadvertently obtained by the library and appear to pertain to the commission of a crime; or

    2. 

If the library reasonably believes that an emergency requires immediate disclosure of the information without delay.

 

Federal law requires the library to report possible violations of child pornography laws to the Cyber Tip Line at the National Center for Missing and Exploited children (www.cybertipline.com).  Reports received by the Cyber Tip Line are forwarded to the appropriate law enforcement agencies.  The library’s attorneys should be consulted when feasible if there is any doubt whether certain material is child pornography or whether a certain act is a violation of child pornography laws.  The library is protected from liability in the event of good faith disclosure to the Cyber Tip Line.

If law enforcement asks the library to retain certain electronic communications in storage (such as on a computer hard drive, disk or other storage medium), it must preserve such communications for at least 90 days following the request, and for an additional 90 days if the request is renewed.  However, the library will require the appropriate legal process before providing access to the preserved communications.

09/17/2002

The statutes, decisions and rules governing law enforcement’s investigative tools are numerous and complex, containing many technical definitions, exceptions and cross-references.  Because of the great variety of investigatory requests the Library may receive from government officers, an exhaustive compliance guide or training program for all staff members would not be practical.

The Library must carefully evaluate each investigatory request, with legal guidance from an attorney where possible.  The determination to comply or refuse an investigatory request will depend on many details, including information from the requesting officer or agency, a review of the officer’s credentials and investigatory documents, and the law.  The Library may seek relief from the courts in some cases where the request is not supported by the proper legal authority.

For these reasons, the number of people authorized to handle government officers’ investigatory requests about Library patrons and users must be limited.  Therefore, the Executive Director designates certain staff members as Library Privacy Officers to have special authority with respect to confidentiality and privacy issues.  Library Privacy Officers must be thoroughly familiar with the Library’s policies and procedures and its Constitutional duties and mission, as well as the general requirements of applicable laws.  At east one Library Privacy Officer should be available on the Library premises at any time the Library is open to the public.

I.

STAFF MEMBERS

Staff members, with the exception of the Executive Director and Library Privacy Officers, are not authorized to accept any subpoenas, warrants, court orders or other investigatory documents directed to the Arlington Heights Memorial Library or pertaining to Library property.

All staff members are authorized to provide the following information to law enforcement officers:

  A.

The name and description, if personally known to the staff member, of any person who has committed, is committing, or threatens to commit a crime affecting Library staff or members of the Board of Library Trustees, Library patrons or users, or Library property; and

  B.

To the extent that staff member is a witness to such a crime, any other information relevant to the crime that is personally known by the staff member.

  In all situations, staff must immediately contact the Executive Director, a Library Privacy Officer and/or the Library’s attorneys when approached by law enforcement or other government officer seeking patron information.  Staff members are required to know the location of a Privacy Policy Card (which should be kept in all departments), and are encouraged to present the card to any government officer, to indicate the Library’s policy and demonstrate that the staff member does not intend to be uncooperative.
II.

THE BOARD OF LIBRARY TRUSTEES, THE EXECUTIVE DIRECTOR, AND LIBRARY PRIVACY OFFICERS

All other investigatory requests by government officers may only be handled by the Board of Library Trustees, the Executive Director or a Library Privacy Officer.  They also have authority to accept, deny or comply with subpoenas, warrants, court orders and other investigatory documents directed to the Arlington Heights Memorial Library or pertaining to Library property.

06/17/2014
Replaces 09/17/2002

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.

V. POLICIES FOR OPERATIONS

10/25/2016
Replaces 06/20/2012

The Arlington Heights Memorial Library is open during the following hours:

     Monday through Friday:  9 a.m.–10 p.m.
     Saturday:  9 a.m.–8 p.m.
     Sunday:  11 a.m.–8 p.m.

The library is closed on those holidays approved annually by the Board of Library Trustees.  It also may close 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.

12/19/2018
Replaces 09/20/2016

I.

USE OF MATERIALS

  A. 

Types of Library Cards

    1. 

Resident Cards

Full service, three-year resident library cards are issued without charge to persons who are age 18 or older and reside within the incorporated boundaries of the Village of Arlington Heights.

To verify residence, current government-issued photo identification with the resident’s home address must be shown.

If the address on the identification is not current, one of the following items must also be shown to verify residence:  a property tax bill; a current title/lease/renter’s agreement; a current utility bill; or mail postmarked within the past two weeks to the resident’s home address.

The cardholder listed on the account is responsible for any overdue or library item charges that accrue on the account.

Resident library cards may be used only by the cardholder and family members residing at the same address.

A minor (under the age of 18) who resides within the incorporated boundaries of the Village of Arlington Heights may have a card at any age; however, the signature of a parent/guardian on the children’s library card application form is required.

By signing the form, the parent/guardian becomes responsible for any overdue or library item charges that accrue on the account.  The parent/guardian agrees to also assume responsibility for informing the child about the library items and services that he or she wishes the child to use or any limitations on use.

A one-time interim loan of four items, one of which can be non-print, will be made prior to the library’s receiving a completed children’s library card application and verification of home address.

In the case that custody provisions make a child's residency unclear, the parent/guardian should use his or her personal card to borrow items for the child.

A minor (under the age of 18) with a library card may borrow all items in the library, unless the parent/guardian selects one of the following options:

      a.

A parent/guardian, using a form provided by the library, may limit a child who is under 12 years of age to borrowing library items from the Kids’ World Department and to accessing filtered Internet workstations. When a child reaches the age of 12, the limitation expires. A library card with this option is valid for three years or until the child reaches the age of 12, whichever is earlier. A parent/guardian may change this option on his or her child’s card at any time using a form provided by the library.

      b.

A parent/guardian, using a form provided by the library, may restrict a child who is under 17 years of age from borrowing M-rated video games and DVDs that are either: R-rated, NC-17 rated or designated unrated.  A parent/guardian may change this option on his or her child’s card at any time using a form provided by the library.

     

If a minor has a library card with each parent (available in divorce situations only), any limits would apply to both cards.

    2.

Non-resident Arlington Heights Taxpayer Cards

A library card valid for one year is issued to an Arlington Heights property owner who does not reside within the Village boundaries or to a senior administrative officer of a business owning taxable property within Arlington Heights.  Proof of ownership in the form of a current property tax bill must be presented at the time of application and at subsequent renewals.  One non-resident taxpayer card may be issued per parcel of taxable land owned.  The non-resident taxpayer card may be used by the cardholder and family members residing at the same address or partners who jointly own the parcel of land.

The card offers the same service as a resident card, including reciprocal borrowing.

The cardholder listed on the account is responsible for any overdue or library item charges that accrue on the account.

    3. 

Non-resident Cards – Unserved Areas

A library card valid for one year is issued for a fee to qualified non-residents and their family members residing at the same address.  The card offers the same service as a resident card, including reciprocal borrowing.

The cardholder listed on the account, or the parent/guardian if the cardholder is a minor (under the age of 18), is responsible for any overdue or library item charges that accrue on the account.

To qualify, the individual's principal residence must lie in an unserved area within the boundaries of Township High School District 214, and the Arlington Heights Memorial Library must be the closest public library that issues non-resident cards.

The availability of this non-resident card and the method for calculating the fee are reviewed annually in June by the Board of Library Trustees and are subject to change.

    4. 

Non-resident Cards – Dual Service

A library card valid for one year, for use only at the Arlington Heights Memorial Library, is issued for a fee to non-residents and their family members residing at the same address.  This card offers the same services as a resident card, but does not include reciprocal borrowing.

The cardholder listed on the account, or the parent/guardian if the cardholder is a minor (under the age of 18), is responsible for any overdue or library item charges that accrue on the account.

To qualify, a non-resident must reside in another library taxing district and present a current public library card or property tax bill.

The availability of this non-resident card and the method for calculating the fee are reviewed annually in June by the Board of Library Trustees and are subject to change.

   

5. 

Special Use Cards
      a. 

Staff Local Use Cards

A staff library card for use only at the Arlington Heights Memorial Library is issued as an employee benefit to staff members of the Arlington Heights Memorial Library who reside outside the incorporated boundaries of the Village of Arlington Heights.  The card is valid for the duration of Arlington Heights Memorial Library employment.

The benefit is also extended to the active status, non-resident Arlington Heights Memorial Library volunteers who are formally enrolled in the library’s volunteer program and to the Friends of the Library Board.  The volunteer card is valid for one year.

This card may not be used by any other individual, and benefits do not apply to other family members.

      b. 

Employee Lifetime Resident Cards

Employees who retire under the IMRF retirement provisions and have worked at the library for no fewer than five years are eligible to receive as a benefit a lifetime Arlington Heights Memorial Library resident card, in lieu of a one-time $500 gift.  An employee lifetime resident card offers the same services as a resident card, but does not include reciprocal borrowing.

The cardholder listed on the account is responsible for any overdue or library item charges that accrue on the account.

      c. 

Business Library Card Accounts

A business library card account valid for one year for use at all Arlington Heights Memorial Library locations is available to businesses that operate within the incorporated boundaries of the Village of Arlington Heights.  The account is established in the name of the business.  As many as three employees may be authorized by the business’s management to use the account.

The names of authorized card users must be submitted by the business’s management when registering for the card, at each renewal or when changes in authorized users occur.  The account may be used only by employees of the business who are designated on the account.

To support those non-profit organizations that serve the community, administrative offices of schools, churches, social service agencies, and government bodies located within the incorporated boundaries of the Village of Arlington Heights are eligible for business card accounts.  These organizations must follow the same procedures as businesses qualifying for an account.

The business or non-profit organization is responsible for any overdue or library item charges that accrue on the account.

Individual teachers are not eligible for this account but may use the School Services program for library items if their school qualifies for service.

      d. 

School Services Accounts

Schools within the incorporated boundaries of the Village of Arlington Heights or schools that have a minimum of 45% enrollment of Arlington Heights residents are eligible for item loans through the library’s school services program. The account is established in the name of the school. Items must be requested through the school media specialist.

A participating school is responsible for any library item charges that accrue on the account.

      e. 

Temporary Library Cards

A temporary library card for use only at the Arlington Heights Memorial Library is issued to an individual who verifies temporary residence within the incorporated boundaries of the Village of Arlington Heights.  Temporary residence must be for a period of at least 30 days and be verified by presenting one of the following items:

        i. 

A rental receipt

        ii. 

A letter on hotel letterhead verifying length of stay signed by the hotel manager

        iii. 

Mail postmarked within the past two weeks

       

The library card is issued for the length of the stay.

       

 

  B.

Renewal of Library cards

    1.  Before a library card is renewed, the following two conditions must be met:
      a. 

All outstanding overdue or library item charges must be paid and all overdue items returned.

      b. 

A current government-issued photo identification with the resident’s home address must be shown.  If the address on the identification is not current, one of the following items must also be shown:  a property tax bill; a current title/lease/renter’s agreement; a current utility bill; or mail postmarked within the past two weeks to the resident’s home address.

    2. 

If a customer whose card has expired cannot verify residence, a one-time interim loan may be offered pending card renewal.  Further account privileges will be suspended until renewal of the card is completed.

  C. 

Liability for Unauthorized Use of Library Card

    1. 

A cardholder (including the parent/guardian of a minor cardholder) is liable for all items checked out on the card.

    2. 

If a cardholder reports to the library a lost, missing or stolen card within 48 hours of discovery, the cardholder is liable for no more than $50.00 in overdue or library item charges that accrue on the account due to the unauthorized use of the library card.

    3. 

A cardholder is not liable for items checked out after reporting to the library the lost, missing or stolen card.

  D. 

Suspension of Library Card Borrowing Privileges

    1. 

Library borrowing privileges are suspended when $10.00 in overdue or library item charges accrue on the account.  Privileges are reinstated when the account is paid below the $10.00 threshold.

    2. 

In special circumstances, staff members may allow a one-time interim loan to customers whose borrowing privileges have been suspended.

  E. 

Replacement of Library Card

    1.

 A customer’s lost library card is replaced once per calendar year without charge.  Additional replacements of the card during the same calendar year will cost $1.00 per occurrence.

    2. 

There is no charge for replacement of a worn/damaged library card.

  F. 

Reciprocal Borrowing Cards

    1. 

The Arlington Heights Memorial Library honors all current Illinois public library cards.  Before standard reciprocal borrowing privileges are extended, a first-time reciprocal borrower must be registered in the library’s customer database by showing his or her local public library card and verifying his or her current address by showing a government-issued photo identification with the reciprocal borrower’s home address.

If the address on the identification is not current, one of the following items must also be shown: a property tax bill; a current title/lease/renter’s agreement; a current utility bill; or mail postmarked within the past two weeks to the individual’s home address.

Reciprocal borrower registration is valid for three years.

    2. 

In special circumstances, staff members may allow a first-time reciprocal borrower with a public library card who is unable to verify his or her current address a one-time interim loan of three items.  Further borrowing privileges are suspended until the reciprocal borrower’s home address is verified.

    3. 

Reciprocal borrowers are subject to all of the policies and procedures pertaining to Arlington Heights Memorial Library cardholders, with the exception of the following limitations specified in the Arlington Heights Memorial Library Policy 5.003:

      a. 

A registered reciprocal borrower may possess as many as ten items from the library's collection at a time.

      b. 

A registered reciprocal borrower may not check out library items from developing collections.

      c. 

A registered reciprocal borrower may not submit hold, interlibrary loan or LINKin requests.

 

 

09/20/2016
Replaces 07/15/2014

Staff members are encouraged to use their judgment in individual situations to apply this policy to reach a fair and reasonable outcome.  This could mean waiving or adjusting borrowing limits, charges, or loan periods to best serve the library’s customers.

I. 

BORROWING LIBRARY ITEMS

  A.

Loan Quantities

    1.

The total number of items that can be checked out to an Arlington Heights Memorial Library (AHML) cardholder at any one time is 100.  There are also borrowing limits for some formats.

    2. 

The maximum number of items by format allowed for checkout is reviewed on a periodic basis by the executive director.

    3.

A registered reciprocal borrower may possess as many as 10 items from the library's collection at a time.

    4. 

An AHML cardholder or registered reciprocal borrower who has forgotten his/her card may borrow items by showing identification that verifies name and address.

    5. 

Loans from developing collections are limitedto AHML cardholders.

    6. 

Temporary limits may be set by department managers for their collections due to seasonal demand, special programs, or because a collection is designated as either a developing collection or as a limited resource.

  B.

Loan Periods

    1.  These items circulate for one week:
      a.  DVDs and Blu-rays with three discs or fewer
      b.  Video games
      c.  Designated holiday books
      d. Magazines
      e.  Studio equipment
    2.  These items circulate for two weeks:
      a.  Marketplace books with fewer than 500 pages
      b. eBooks
      c.  Music compact discs
      d. CD-ROMs
      e. Puzzles, toys, puppets, and games other than video games
      f. DVDs and Blu-rays with four or more discs
      g.  Adult TV series on DVD
      h. eReaders
    3.  Items from the Book Discussion collection circulate for six weeks.
    4. Laptops and tablet computers for in-house use circulate for two hours.
    5.  All other items circulate for four weeks.
    6. Senior Services loan periods are specified by the executive director
    7. 

Temporary loan periods may be set by department managers for their collections due to seasonal demand, special programs, or because a collection is designated as either a developing collection or a limited resource.

  C.

Renewals

All items may be renewed twice, except:

    1.  Marketplace items (eligible for one renewal)
    2.  Items with reserves
    3.  Items from the Book Discussion collection
    4. LINKin items (eligible for one renewal)
    5. Some developing collections
   

Renewal limits on interlibrary loans are set by the lending library.

  D.  Reserves & Interlibrary Loans
    1. 

Placing reserves on library items is a service available only to AHML cardholders.

    2. 

The Marketplace consists of two collections.  One is for browsing only; items from this collection cannot be reserved.  The other collection consists of items that may be reserved under the rules of this section.

    3. 

All items can be reserved except for items from the Marketplace browsing collection, items in some developing collections, and LINKin items currently checked out.

    4.

Interlibrary loan requests are available only to AHML cardholders.

  E.

Transfer of Library Items

    1. 

All library items, except Marketplace browsing materials, items on reserve, LINKin items, ILL items, and items from the Book Discussion collection, may be transferred from one borrower's card to another.

II. RETURNING LIBRARY ITEMS
  A. Overdue Items
    1. 

The Board of Library Trustees sets late charges on overdue library items.

    2. 

Borrowers are expected to return items on or before the specified due date.  Items are due by closing time on the due date.  While late charges begin accruing the day after the due date, they are not charged until the fourth day after the date due.  A borrower may return an item up to three days after the due date and not be charged.  Developing collections may have different late charges.  The library does not assess late charges for days the library is closed.

    3. 

The schedule of late charges applies to items from the library’s and bookmobile’s collections.

    4. Late charges on overdue items from other libraries are collected at the AHML rate.
    5.  Library borrowing privileges are suspended when $10.00 in late or item charges accrue on the account.  Privileges are reinstated when the account is paid below the $10.00 threshold.
    6. 

If an item remains overdue 35 or more days, the library invoices the borrower for the price of the item recorded at the time of acquisition.  If the item is then returned, the borrower is not responsible for the price of the item.  The applicable late charge is applied instead.

    7. 

If an item remains overdue 45 or more days, the library may turn the account over to a collection agency.  If the item is then returned, the borrower is not responsible for the price of the item.  Instead, the applicable late charge is applied as well as the collection agency fee.

  B.  Lost or Damaged Items
    1.  Borrowers are responsible for charges related to lost or damaged library items.  In the case of a minor (under the age of 18), the parent/guardian is responsible for any amounts owed relating to the minor’s card.
    2. 

The charge for a lost item or one damaged beyond repair is the price recorded at the time of acquisition.

    3.

The library is not liable for damage to a borrower’s equipment used in conjunction with library items.

    4.  The charge for a lost or badly damaged item from a multiple set is the price for the entire set recorded at the time of acquisition.
    5.  The charge for lost or damaged supplementary item contents, including instruction booklets or covers, is the price of the entire set at the time of acquisition.
    6. 

There is a charge for lost or damaged containers of borrowed items.

    7.

A refund for a lost item is given if the item has been paid for and then is returned within 60 days of the item’s due date, but no refund is given for late charges incurred.

    8. 

If AHML reimburses another library for any charges for lost or damaged items accrued by an AHML cardholder at another library, those charges are placed on the cardholder’s AHML account, and he or she is responsible for reimbursing AHML the full amount of the charges.

III.

 COLLECTION/LEGAL ACTION

In the event a customer owes in excess of $50.00 under library policies, the library may submit the account to a collection agency and/or pursue legal action.  For a minor’s library account, the parent or guardian is considered the customer for the purpose of collection/legal action.  If turned over to a collection agency, a non-refundable collection fee is charged to the customer.  If legal action is pursued, the customer is responsible for legal fees and other costs of collection.

11/19/2014
Replaces 10/22/2013

The Board of Trustees of the Arlington Heights Memorial Library may establish fees or charges for users of the library’s services.  The library will make every reasonable effort, within budgetary restraints, to provide its services without fees, except as required by law.  Fees will be established in accordance with the Arlington Heights Memorial Library Fees and Guidelines.

AHML Fees and Guidelines Affirmed by Board of Library Trustees March 16, 2010

Library users may pay fees or other types of charges in cash, by check or with a credit card.  AHML makes a reasonable effort not to charge fees.  In determining if fees are to be charged, the following will assist in making decisions.

I. VALUES
  A.  Public libraries are a public good and must be supported by public funds.
  B. Public libraries provide locally identified basic services that are free and available to all users.
  C. Libraries that cooperate and share resources are better able to meet the needs of users.
II.  PRINCIPLES
  A. As part of the process of setting fees, public libraries should determine the actual cost of providing services.
  B.  Public libraries should provide a mechanism to allow for exceptions in applying fees.  The procedure for granting exceptions should be straightforward and not overly bureaucratic.
  C. Fees provide only a small percentage of the total public library budget.
  D.  Fees shall not be established solely on the basis of format.
  E. 

Fees should be retained by the library.

III. 

CRITERIA

  A. 

Beyond locally identified basic services, fees may be considered for:

    1.  Services that provide greater convenience to the customer.
    2.  An enhanced level of service.
    3.  Services that otherwise might not be available.
    4.  Consumable supplies.
    5.  Service to non-residents.
    6. 

Controlling the use of limited resources, including staff time [Adapted from statement developed by the “Fee-Based Services Committee” of the Public Library Association, 1995].

 

LATE CHARGES SCHEDULE

Item Type Maximum Late Charge
Book Basket $10.00
   
Adult Books   10.00
Adult Audio Visual   10.00
    (except as noted below)  
Adult Paperbacks     3.00
Adult Magazines     3.00
Adult Maps     2.00
   
Kids’ World Books     5.00
Kids’ World Audio Visual     5.00
    (except as noted below)  
Kids’ World Paperbacks     3.00
Kids’ World Magazines     3.00
   
All DVDs and Blu-Rays   20.00
All Console Video Games   20.00
All CD-ROMs   20.00
   
All Electronic Readers   20.00
   
All Interlibrary Loan Items   10.00

The late charge for all items is 25 cents per day.

While late charges begin accruing the day after the due date, they are not charged until the fourth day after the date due.  A borrower may return an item up to three days after the due date and not be charged.  Developing collections may have different late charges.  The library does not assess late charges for days the library is closed.


MEETING ROOM FEES

1/2 Hendrickson Room -- no refreshments $10.00
1/2 Hendrickson Room with refreshments   10.00
Full Hendrickson Room -- no refreshments   50.00
Full Hendrickson Room with refreshments   75.00
Use of Piano (additional)   25.00


Use of the Hendrickson Room is restricted to Arlington Heights residents only.


LOST OR DAMAGED MATERIALS & EQUIPMENT

Puzzle Piece(s) - replaced or repaired  $   1.00     
Missing Toy, Puppet or Bag with Velcro or "Sights and Sounds" Bag        3.00     
Missing CD Case        3.00     
Missing DVD Case        5.00     
Other Missing AV Case        5.00     
Missing CD-ROM Software Case      10.00     
Rebinding        7.50     


If a cardholder reports to the library a lost, missing or stolen card within 48 hours of discovery, the cardholder will be liable for no more than $50.00 in late charges or lost item charges that accrue on the account due to the unauthorized use of the library card.

(Policy 5.002, C. 2.)

 

COPY MACHINE & PRINTER CHARGES

Black & White Copy $   .05
Color Copy      .50

 

3D PRINTER CHARGES

3D Printer charges include a base charge for up to 5 grams of material and an additional charge for each gram thereafter.

Base charge per item              $  1.00 (5 grams)
Each Additional gram                    .25

 

ADDITIONAL FEES
 

Non Resident Library Card – The fee is determined annually by the Board of Library Trustees.

Library Card Replacements – A lost library card is replaced once per calendar year without charge.  Additional replacements of the card during the same calendar year will cost $1.00 per occurrence.  (Policy 5.002, E. 1.)

VI. POLICIES RELATED TO SERVICES

07/16/2013
Replaces 06/25/2002

Individuals, groups and entities are eligible for outreach services, defined as library services provided in a physical location outside of the library’s walls, if they reside in or are located within the boundaries of the Village of Arlington Heights. Those entities located outside village boundaries may be eligible for services if Arlington Heights residents regularly comprise 45% or more of the entity’s client group or enrollment.

Outreach services provided by the library may include but are not limited to:

  • Lending of library materials
  • Pickup of library materials
  • On-site visits by staff to provide instructional services, programming, library card registration, circulation of materials, summer reading registration, or other services
  • Bookmobile service

Individuals, groups and entities to whom the library may provide outreach services include but are not limited to:

  • Schools and child-care facilities
  • Senior centers and senior residences
  • Health-care institutions
  • Homeschooling families
  • Residents who are physically unable to visit the library
  • Agencies caring for disabled people
  • The Backstretch at Arlington Park
  • Village of Arlington Heights facilities
  • Arlington Heights Park District facilities
  • Bookmobile stops as designated by the executive director

The level of outreach service provided hereunder will be determined by the executive director consistent with the library’s vision and values.

04/17/2013
Replaces 09/21/2011


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.

The public computers in Kids’ World and the Hub are filtered to limit access to known sexually explicit material. Even with filtering software in place, there can be no complete assurance about the appropriateness of Internet content for any particular age group.

Parents have the option of restricting their children under the age of twelve to using only the filtered computers in Kids’ World. Use of the library’s wireless network is also filtered in Kids’ World and the Hub.

Much of the library’s computing equipment can be used to access the Internet. The library assumes responsibility only for the information contained on the websites of the Arlington Heights Memorial Library.

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.

05/16/2006

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.

10/22/2013
Replaces 12/21/1999

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.

11/19/2014
Replaces 10/01/2011

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.

04/27/2011

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
02/20/2013

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.

VII. POLICIES RELATED TO USE OF FACILITIES

09/20/2016
Replaces 03/19/2014

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.

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, or harass others; threaten the safety of others; 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.
  • Following all library policies, including but not limited to policies on:
    • Unsupervised Children
    • Soliciting, Posting or Distributing Materials
    • Meeting Rooms Regulations
    • 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.
  • Possessing, consuming or being under the influence of alcohol or illegal drugs. Use, possession or smoking of marijuana is not permitted on any library property.
  • 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 other than their intended purpose
  • Disrupting others’ use of library facilities or services due to personal hygiene or excessive body odor

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.

02/19/2019


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.

02/19/2019
Replaces 06/17/2014

The Board of Library Trustees and staff of the Arlington Heights Memorial Library are committed to providing a welcoming and safe environment for all children who visit the library. As a public facility, the library takes reasonable precautions to ensure the safety of children while they are using the library. Library facilities are not designed or licensed to provide child care needs including emergency care, nutrition, adult supervision or physical exercise.

Children are considered mature enough to use the library unattended if (1) the parent or caregiver determines that they are mature enough; (2) they are at least nine years old; and (3) they are able to tell staff their full name, parent or caregiver's name, and parent or caregiver's phone number upon request. Children who do not meet all three criteria must be directly supervised when in the library by someone who is at least fourteen years old and does meet all the criteria.

Parents and caregivers are responsible for their children's behavior regardless if the parent or caregiver is with their children in the library.  All library users are expected to conform to the Code of conduct and exhibit behavior that does not interfere with normal operations of the library or disturb library users or staff. Parents are also responsible for instructing their children about what to do should an emergency situation occur during their visit.

If it is determined a child is unattended and/or unsupervised attempts to locate the parent or caregiver will be made. If the parent or caregiver is located in the library they will be directed to stay with and supervise the child. If it is determined a child is in the library without a parent or caregiver over the age of 14, staff will attempt to contact the parent or caregiver by telephone. 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 the Unattended and/or Unsupervised Children 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.

12/15/2015
Replaces 06/20/2012

I. 

Solicitation includes activities such as conducting surveys; requesting or collecting signatures; distributing leaflets by individuals or groups; or selling or fundraising by nonprofit groups. "Solicitation" as used in this policy does not refer to panhandling.  Panhandling is prohibited, as is solicitation for the benefit of a for-profit group.

To engage in selling or fundraising, a nonprofit group is required to notify the library’s business office in advance in order to ensure all interested groups are scheduled equitably.

Solicitation is permitted on library property outside of the building in the designated area at ground level on Dunton Avenue or in other areas as directed by staff. Such activities may not interfere with customers entering or leaving the library or block access to the Dunton Avenue bookdrop. All solicitation activities outside the building must comply with Village of Arlington Heights ordinances. Solicitors should consult the Village for ordinances and regulations.

Solicitation, including fundraising or selling of objects, is not permitted within the library building, except in a library meeting room among people attending a group’s meeting or program.

Library-sponsored or co-sponsored programs or events and the Friends of the Library are exempted from this solicitation limitation.  Library employees, however, may not sell items or raise funds on behalf of a program presenter.

II. 

Requesting or collecting signatures on petitions is permitted on library property outside the building, in the designated area at ground level on Dunton Avenue or in other areas as directed by staff. Such activities may not interfere with customers entering or leaving the library or block access to the Dunton Avenue bookdrop. In order to ensure all interested parties are treated equitably, advance notification to the library’s business office is required.

III. 

Bulletin boards are provided in the library only for posting announcements of a civic, cultural, educational or public informational nature which describe an event or activity of public interest to a substantial number of persons in the community.  Postings of a strictly personal nature or of a for-profit business are not permitted.  Library operational guidelines can limit the size of the material and the length of time it is posted.

IV.

Brochures and other print pieces intended for placement on library-designated display counters or tables are subject to the same conditions as set forth in (III.) above.  In no case will library employees participate in the distribution of anything other than library-related materials.

11/19/2013
Replaces 06/20/2012

The library welcomes the use of its meeting rooms for civic, cultural, educational and public information meetings of nonprofit groups based in Arlington Heights, or groups which have a significant number of Arlington Heights members.  Failure to abide by this policy may result in cancellation or refusal of future reservations.

 

ELIGIBILITY

All meetings must be reserved by an Arlington Heights resident who is 18 years of age or older and be held during the regular library hours.

Meeting rooms are available to groups regardless of the beliefs and affiliations of their members.  Permission to use a meeting room does not imply endorsement of any organization or program subject matter.

Meeting rooms are not available for use by for-profit groups or businesses.  As for the use of meeting rooms by nonprofit groups, nonprofit groups may not market or promote a specific service, product, person or business, or which seeks in part to market or generate new business for a for-profit business or a professional service.

Upon request, groups shall provide staff with such materials and information related to ensuring qualification under this policy.  Failure to provide this information in a timely manner is grounds for denial of the reservation request and/or cancellation.

 

RESERVATIONS

No meeting rooms shall be reserved for use which would be in violation of federal, state or local laws or other policies of the Arlington Heights Memorial Library.

Library-sponsored activities and functions for the public have priority in reserving the library’s meeting rooms.

Reservations must be made a week in advance using the library’s meeting room reservation form. This requirement does not apply to conference rooms.

A fee may apply for the use of a meeting room.

Meeting rooms can be reserved monthly on an ongoing basis by one organization.  The booking calendar year is September 1 through August 31.  All groups who reserved a room at least quarterly during the prior year will be offered advanced reservations.  Advanced reservations begin May 1 and close May 15.  Reservations from all other groups will be accepted starting July 1.

If circumstances warrant, the library reserves the right to cancel or relocate any scheduled meeting, including meetings reserved under the preceding paragraph.

The kitchen must be booked if any refreshments are served.

Musical programs may be held only in the full Hendrickson Room.  The piano is available to groups for rental.  Amplified music is not allowed at any time.

The library has the right to define activities that are too noisy for a divided room booking.

To be entitled to a refund of a meeting room fee, a group should notify the library to cancel a reservation.

 

USE OF MEETING ROOMS

All meetings shall be open to the public.  Donations may be solicited during the meeting or admission fees may be charged.

A group cannot transfer use of a library meeting room.

All equipment and supplies must be provided by the group.  Items may not be stored at the library.

The kitchen must be left clean.  Alcoholic beverages are not permitted.

Use of hazardous materials is prohibited.

No organization or group shall use the Arlington Heights Memorial Library as its official address. The Friends of the Arlington Heights Memorial Library is the exception.

Groups or organizations reserving the library’s meeting rooms assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.

The Executive Director may adopt additional operations guidelines for the use of the meeting rooms, including the library’s conference/study rooms.

 

MEETING ROOM RESERVATION FEES

1/2 Hendrickson Room, no refreshments (North or South) N/C
1/2 Hendrickson Room, with refreshments (North or South) $10
Full Hendrickson Room, no refreshments $50
Full Hendrickson Room, with refreshments $75
Use of Piano, additional $25
06/20/2012
Replaces 05/15/2007

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.

06/17/2014
Replaces 03/28/1995

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.

10/22/2013
Replaces 08/16/2005

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.

11/19/2013
Replaces 05/16/2006

Purpose

The library provides opportunities to individuals, groups and non-commercial organizations to display materials temporarily in designated display cases within the facility. As an institution for education and the exchange of information and ideas among its customers, and in the light of the library’s primary mission of serving Arlington Heights residents and organizations, the library makes these display cases available for the public display of governmental, civic, cultural, educational, recreational and public information. The goal of the library is to ensure a variety of displays are presented throughout the year. The presence of a public display in the facility does not constitute an endorsement of its contents by the library. There is no fee for the display of materials in the display cases.

Six designated display cases are generally available for the exhibit of materials by the Arlington Heights public. The library reserves the right to use one or more cases for library use, and to reschedule any outside booking if the library needs to use a reserved case. Individuals, groups, or organizations wishing to exhibit may indicate their preference of display case, but the library reserves the right to make the final assignment.


Duration and Frequency of Exhibits

Each exhibit is scheduled for the period of one calendar month. The display period begins on the first business (Monday through Friday) day of the month and ends on the last business day of the month.

An individual or non-commercial organization may appear on a Request Form as either applicant or sponsor a maximum of once every 365 days. Exceptions may be granted subject to display case availability.

Eligibility

The following are eligible exhibitors:

  • Arlington Heights Memorial Library
  • Arlington Heights residents
  • Non-commercial organizations based in Arlington Heights
  • Any other individual, group, or non-commercial organization, only if the exhibit is sponsored by an Arlington Heights resident
  • Exhibitors coordinated by library staff.

Materials

Exhibit materials must be of an appropriate size and quantity to fill the display case. Each exhibit must conspicuously contain the exhibitor’s name(s) and, should an exhibitor choose, contact information. The library will provide this sign. Any additional information to be displayed must be provided by the exhibitor. Display cases are not to be used for the sale of merchandise (for example, displaying price tags) or services or to solicit donations. Library-sponsored or co-sponsored exhibits and the Friends of the Library exhibits are exempted from the restrictions.

Loss or Damage

The library takes reasonable precautions to protect displays; however, the library will not be responsible for any damage, loss or theft. Exhibitors are responsible for insuring any valuable displayed materials.

Prohibited Displays

The material displayed and the manner in which it is displayed will be regulated to the extent necessary to prevent the display’s physical characteristics from interfering with the use of the library by customers and staff. The library welcomes expression of all viewpoints. However, exhibits may not contain the following:

  • Material that threatens violence or intimidation of any individual or group;
  • Obscene material, defined as material that the average person, applying contemporary community standards, would find that the work taken as a whole appeals to the prurient interest; that the work depicts or describes, in a patently offensive way, sexual conduct defined under Illinois law; and that the work taken as a whole lacks serious literary, artistic, political or scientific value

Removal of Materials by Library

The library will remove any materials or displays violating these policies from the display cases immediately. The library may also remove any materials not removed from a display case by the library’s closing hour on the last business day of the month. The library will not be responsible for any damage, loss or theft, or for the storage of any materials it removes.
 

02/20/2013

Photographs and videorecordings are periodically taken 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 its electronic media, websites, brochures, flyers and other publications, without additional prior notice or permission and without compensation to the participant.

01/21/2014

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.